Administrative Assistant

6 months ago

Quebec City, Canada Equisoft Full time

**Administrative Assistant**

**What is Equisoft?** Equisoft is a global provider of advanced insurance and investment digital solutions, recognized as a valued partner by over 250 of the world’s leading financial institutions. We offer a complete ecosystem of end-to-end and scalable solutions that help our clients tackle any challenge in this era of digital disruption. Our business-driven approach, deep industry knowledge, innovative technology, and expert teams help our partners solve their biggest, most complex problems. With are diverse and multicultural team of experts based in North America, the Caribbean, Latin America, Europe, Africa, Asia and Australia, Equisoft helps its clients tackle any challenge in this era of digital disruption.

**Why Choose Equisoft?** With 950+ employees, we are a stable organization that offers career advancement and fosters a stimulating environment.
- Hiring Location: Canada (Quebec office)
- The position is primarily office based due to its nature
- Full-time Role
- Benefits available day 1: medical, dental, retirement plan, telemedicine program, employee assistance program, etc.

**Role**: The administrative assistant reports to the Vice-President, Special Projects and will work closely with the Director, Product Development.

In this role you will ensure the smooth running of the Quebec City Equisoft office as well as the employees' level of happiness coming to work in our office. You will be a focal point for the teams (in Quebec and Montreal ), working closely with the business teams and buildings management to make certain that the office environment is ready and effective. You will also be instrumental in ensuring that Quebec City office is a positive and thriving place to work, running socials and adding an element of human care to the workplace.

This is an excellent opportunity for someone who thrives on helping people, troubleshooting a range of issues and who enjoys being that person who the wider team turn to for help and has the skills to enhance our local office community.

**Your Day with Equisoft**:

- Working in our amazing Quebec City office (Minimum of 4 times per week or full week when necessary)
Bring a smile into the office
-
- Welcoming customers and visitors
- Organize and plan the administration needs of the office such as mailing, shipping, equipment orders, office supplies, cleaning, coffee supplies, hand paper, plant care, parking etc.
- Organize and support the new employees onboarding (new parking, new accesses, etc.)
- Coordinate social club activities and corporate events (parties, special activities, welcoming new members)
- Organize and support employees events and ad-hoc activities such as order meals, snacks
- Support renovations and continuous improvement of the premises when necessary
- Support the IT team in order to ensure that office facilities are functional and working as expected, working closely with them for any aspect of concerning the IT equipment (receiving screens, computer equipment, office equipment, sending the IT equipment to other offices etc)
- Support and assist the office layout and management of seating assignments
- Management of the relationship with building management in respect with report, track, escalate building issues on behalf of the company and managing the tickets on landlords’ building management systems
- Distribute building or site critical information to the company on behalf of building management
- Assist employees in organizing corporate travel (e.g. Concur profile creation, booking travel guests if needed, follow ups with our travel agent etc.)
- Respond to customer and supplier communications in a timely manner and provide impeccable service
- Any other initiatives that will contribute to increasing our employees' level of happiness

**Requirements**:
**Technical**
- Bachelor's Degree or College Diploma
- 2-3 years of relevant experience
- Knowledge of MS Suite
- Strong knowledge in computer literacy including ease with working with various computer systems
- Excellent knowledge of French (spoken and written)
- Knowledge of English (spoken and written)
- Knowledge of Spanish (Nice to have)

**Soft skills**
- Strong sense of organization and prioritizing
- Analytical and problem-solving skills
- Ability to communicate, write and synthesize information
- Ability to multi-task in a rapid-paced environment
- Team spirit, tact, diplomacy, autonomy, rigor, and discipline
- Ability to balance stakeholder requirements (business need, regulation, service provision etc)
- Customer Service

Equisoft is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

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