Bilingual Administrative Assistant

3 weeks ago

Oakville, Canada LE PETIT ÉCOLIER FRENCH LANGUAGE CENTRE Full time

The Administrative Assistant is responsible for a wide variety of administrative duties that include but are not limited to reception, scheduling appointments and drafting both internal and external correspondence. The Administrative Assistant is responsible for planning and overseeing all administrative support and office services for the company. This includes accounts payable, accounts receivable, contract management, supplies and stationery, and general troubleshooting. In addition, the Administrative Assistant is required to maintain confidentiality and professionally interact with employees, management and the public. Other duties shall be assigned as necessary.

In addition, the Office Admin is required to maintain confidentiality and professionally interact with employees, management and the public. Other duties shall be assigned as necessary.

**Core Competencies**
- Able to speak, read and write English and French Canadian
- Communication Skills
- Problem analysis and assessment
- Judgement and problem solving
- Decision making
- Planning and organizing
- Work and time management
- Attention to detail and high level of accuracy
- Information gathering and monitoring
- Initiative
- Integrity
- Adaptability
- Teamwork and collaboration

**Job Duties**
- Organizes all the administrative activities that ensure the smooth operations of the office, staff, and facility.
- Must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
- Prioritizes conflicting needs; handle matters expeditiously, proactively, and follows-through on projects to successful completion.
- Responsible for greeting and interacting with clients, customers and others.
- Prepares bills, invoices.
- Ensure that all payments are accounted for and properly posted.
- Verifies discrepancies and resolve clients’ billing issues.
- Facilitates payment of invoices via sending bill reminders and contacting clients.
- Acts with initiative to resolve issues.

Accounts Payable / Accounts Receivable
- Processes accounts and incoming payments in compliance with financial policies and procedures.
- Performs day-to-day financial transactions, including verifying, classifying, computing, posting and recording accounts receivables’ data.
- Prepares bills, invoices.
- Reconciles the accounts receivable ledger to ensure that all payments are accounted for and properly posted.
- Verifies discrepancies and resolve clients’ billing issues.
- Facilitates payment of invoices via sending bill reminders and contacting clients.
- Generates financial statements and reports detailing accounts receivable status.
- Acts with initiative to resolve issues.

**Requirements**:

- Able to work in both English and French Canadian - write, speak, read
- Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
- Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors
- Demonstrated proactive approaches to problem-solving with strong decision-making capability
- Flexibility to adjust to shifting priorities and deadlines.
- Ability to evaluate and implement changes in programs.
- Demonstrated ability to exercise necessary cost control measures.
- Able to work well under pressure.
- Strong attention to detail.
- Able to deal with people sensitively, tactfully, diplomatically, and professionally at all times.
- Must have valid drivers licence

**Work Conditions**
- Professional Office setting
- Fast paced
- Positive/high energy
- High level of accountability
- High level of confidentiality
- Overtime as required

**Benefits**:

- Casual dress
- Company events
- On-site parking
- Paid time off

Supplemental pay types:

- Bonus pay

**Language**:

- French (required)

Work Location: In person

**Job Types**: Part-time, Temporary, Contract
Contract length: 3 months
Part-time hours: 20 per week

**Salary**: $18.00-$20.00 per hour

**Benefits**:

- On-site parking

Schedule:

- Evening shift
- Monday to Friday
- Morning shift
- On call
- Weekends as needed

**Education**:

- DCS / DEC (preferred)

**Experience**:

- receptionist: 1 year (preferred)
- administrative assistant: 1 year (required)

**Language**:

- English (required)
- French (required)

Work Location: In person

Expected start date: 2023-09-06

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