Receptionist and Administrative Assistant

2 weeks ago


Montreal, Quebec, Canada Airports Council International Full time

Position Title:
Receptionist and Administrative Assistant

Reports to:
Director Human Resources and Administration

Location:
Montreal Office, this position requires 5 days/week in office

Receptionist Function:

  • Warmly welcome and greet guests upon arrival.
  • Ensure a positive and professional first impression.
  • Manage incoming traditional mail and ensure timely distribution to relevant departments.
  • Monitor and track inventory levels of office supplies, ensuring adequate stock is always maintained.
  • Place orders for office supplies based on established inventory levels and departmental needs.
  • Load/empty the dishwasher daily.
  • Set up the coffee machine and ensure the kitchen is neat and tidy.
  • Assist in organizing and coordinating office events.
  • Manage the ordering process for staff business cards.
  • Coordinate and oversee routine office facility maintenance.
  • Manage and schedule reservations for conference rooms.
  • Set up conference room when need it and according to work requirements. This may include moving tables and chairs (on wheels).
  • Perform additional tasks as assigned.

Admin Function:

  • Extend administrative support to all departments, ensuring seamless coordination and assistance where needed.
  • Assistance in managing shared MS Outlook calendars to schedule meetings and other appointments.
  • Provide guidance and assistance to individuals seeking information on common inquiries.
  • Ensure accurate and efficient filing of documents for easy retrieval.
  • Periodically review and purge outdated records
  • Assist in creating, editing PPT presentations prepared by others
  • Handle sensitive information with the utmost confidentiality.
  • PO's creation through 'Concur Expense' tool
  • Management of vendors invoices through 'Concur Expense' tool
  • Updating documentation and ACI Gateway (internal SharePoint Intranet) when necessary

Skills and Abilities:

  • Possess a minimum College diploma or DEC.
  • Minimum of 4 years of proven administrative experience.
  • Experience with Concur (travel and expense management software) is a strong asset.
  • Strong organizational skills and the ability to multitask effectively.
  • Ability to exercise discretion and confidentiality.
  • Excellent time management, organizational, and multitasking skills.
  • Strong communication skills in English (French is an asset).
  • Attention to detail and problemsolving abilities.

ACI Team Values:

  • Collaboration
  • Innovation
  • Accountability
  • Integrity
  • Sustainability

What We Offer

  • Full benefits (health, vison and dental), including telemedicine
  • RRSP company matching contributions after 1 year of employment
  • 4 weeks of vacation per year
  • Paid personal/sick days and mental health days (10 days every year)
  • Cell phone paid
  • Social events and recognition programs
  • Opus card discount
  • Training
  • Employee recognition and rewards
  • Tedy Wellness Spending Account


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