Bilingual Administrative Assistant

2 weeks ago

Montreal, 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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