Bilingual Administrative Assistant

2 weeks ago


Montréal QC, Canada Altis Recruitment Full time

Position Summary:

We are seeking a detail-oriented Administrative Assistant to provide essential support to our client's department, Branch, and Board of Directors. The successful candidate will play a crucial role in maintaining efficient administrative processes and facilitating smooth operations within our organization. If you are proactive, organized, and thrive in a dynamic environment, we encourage you to apply. This position will be located in Montreal (Airport area).

Key Tasks and Responsibilities:

  • Respond to inquiries and determine appropriate action required.
  • Maintain a bring-forward system and ensure outstanding issues are addressed promptly.
  • Assist the Management team in organizing their time, including scheduling meetings, appointments, and videoconference sessions.
  • Coordinate the scheduling of events, boardrooms, and catering for the Board of Directors.
  • Prepare travel arrangements for Branch members and the Board of Directors.
  • Verify and provide financial coding for invoices.
  • Oversee per diem submissions for the Board of Directors.
  • Implement, monitor, and identify areas for improvement in administrative processes.
  • Plan and coordinate logistics and catering for various events.
  • Conduct research, collect data, and consolidate information into reports.
  • Perform general office duties including typing, formatting, photocopying, and maintaining office equipment.
  • Assist and support the Branch or Directorate with various tasks and projects as required.

Partnerships and Stakeholder Relations:

  • Establish and maintain networks and collaborative working relationships within the organization to facilitate senior-level meetings.

Continuous Improvement:

  • Conduct research on best practices related to administrative processes and systems.
  • Implement and identify areas for improvement in administrative processes.

Qualifications and Knowledge:

Essential:

  • High school or college diploma with relevant experience in office administration.
  • 1-2 years of experience providing administrative support.
  • Experience in layout and formatting complex reports, correspondence, and documents.
  • Experience processing invoices and maintaining budget spreadsheets.
  • Knowledge of general administration practices and secretariat support.
  • Advanced proficiency in Microsoft Office Suite.
  • Proficiency in French and English

Valuable:

  • Knowledge of relevant legislation affecting the organization.
  • Understanding of the aviation industry and related regulatory issues.

Core Skills:

  • Ability to multitask and manage priorities efficiently.
  • Strong attention to detail.
  • Excellent communication skills, both oral and written.
  • Tactful, cooperative, and discreet.
  • Ability to work independently and collaboratively.
  • Experience in coordinating travel arrangements and preparing meeting minutes.

Other Job Requirements:

  • Ability to work overtime as required.
  • Ability to obtain and maintain a Secret security clearance.



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