Receptionist and Administrative Assistant

2 weeks ago


Montréal, Canada ACI World Full time

**Position Title: Receptionist and Administrative Assistant**

**Reports to: Director Human Resources and Administration**

**Location: Montreal**

**I. Receptionist Function**:

- Meet and greet guests
- Mail and courier including all arrangements for pick up (posting office and drop box), sorting, distribution, and outgoing mail
- Maintain office / kitchen supply inventory
- Kitchen organization and maintenance
- Load/Empty Dishwasher each day
- Set up Coffee Machine & Milk
- Ensure kitchen is in neat and tidy order
- Maintain/Update Reception logs/lists: emergency evacuation lists and procedures
- Assist with office events
- Order staff business cards
- Coordinate office facility maintenance
- Reservation of conference rooms
- Other duties as assigned

**Admin Function**:

- Coordinate and arrange meetings, prepare agendas, and prepare minutes of meetings to tight timetables.
- Manage diaries to schedule these meetings and other appointments.
- Book travel and make hotel arrangements as requested
- Assistance to acquire travel visas.
- Deal with sensitive information in full confidentiality
- Assist with creating, editing spreadsheets and presentations
- Proofread documentation prepared by others.
- Other duties as assigned

**II. Skills and Abilities**:

- Minimum College diploma or DEC;
- Minimum of 5 years of proven administrative experience;
- Experience with travel and expense management software: Concur (an asset)
- Ability to exercise discretion and confidentiality; adept at handling sensitive documents and information
- Excellent time management skills and ability to prioritize work;
- Excellent communication skills in English (French an asset);
- Able to multitask with strong organizational skills;
- Attention to detail and problem-solving skills;
- Establish and maintain positive working relationships with others both internally and externally;
- Ability to work under pressure and meet deadlines;
- High level of proficiency in MS Office

**III. Team Values**:

- Member focus
- Integrity
- Professionalism
- Teamwork

**What we offer**:
4 weeks of vacation/year

5 sick days/ year

5 mental wellness days/year

Employee cellphone (iPhone XR) with TELUS Health virtual care included

Health insurance coverage from your first day of employment

Opus/EXO Transit discount on monthly pass

**Benefits**:

- Dental care
- Extended health care
- Life insurance
- Paid time off
- RRSP match
- Vision care

Schedule:

- 8 hour shift

COVID-19 considerations:
Interviews are done on MS Teams

**Education**:

- DCS / DEC (preferred)

**Experience**:

- Administrative experience: 5 years (preferred)



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