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Administrative Assistant

2 weeks ago


Montréal, Canada Portage Full time

**Head Office**

Portage is seeking to hire an Administrative Assistant to directly support the Vice-President of Operations and Administration. The Administrative Assistant will provide administrative assistance to the Vice-President, will interact with internal and external stakeholders in the advancement of organizational priorities, and will assist as need-be with daily operations of Portage.
**In this role, you will have to**:

- Be responsible for planning schedules, calendar management, arranging travel and accommodations, handle expenses / invoices, reporting, and ad hoc projects;
- Collaborate with other departments and centres on daily activities and projects;
- Participate in operations projects and make sure that documentation is up to date;
- Ensure the logistics of the meetings;
- Prepare all documents required for meetings and assemblies;
- Make all room reservations, accommodation and transportation necessary for meetings, if any;
- Help develop work methods that will help facilitate communication with all departments;
- Maintain an inventory of all projects in place and ensures that all deadlines are met;
- Establish and maintain an administrative filing system;
- Manage the agenda and appointment scheduling;
- Manage incoming communications;
- Follow up on documents requiring approval (contracts, expense accounts, etc.);
- Translate, format, and revise communications and documents in French and English;
- All other tasks related to the job.

**We are looking for**
- Minimum 5 years of relevant experience in a similar position;
- College diploma or a diploma in a related field;
- Be perfectly bilingual, both oral and written (mandatory);
- Be able to work independently and highly organized;
- Demonstrate versatility, initiative and the ability to work on different projects at the same time;
- Be able to handle sensitive and confidential information;
- Excellent knowledge of Microsoft Office.

**Job Type**: Permanent, Full-time, 35 hours per week
**Schedule**: Monday to Friday - Hybrid mode work
**Salary**: Competitive salary

**Benefits**: group insurance, RRSP, 4 weeks of vacation/year, 13 statutory holidays/year, accumulation of sick days
**Evaluation**: translation and Excel tests will be requested

**Portage Head Office**
865, Square Richmond, Montreal, Quebec, H3J 1V8
1-844-939-0202