Administrative Support Specialist

2 weeks ago

Québec, Canada Momentum Ventures Full time

Momentum Ventures is a company committed to creating and growing startups. Our focus on execution excellence and teamwork, combined with grit and commitment has helped us establish a reputation for creating successful startups. As a member of the Momentum Ventures team, you'll have the opportunity to work with like-minded individuals dedicated to achieving excellence. We offer a dynamic and fast-paced work environment that encourages creativity, innovation, and collaboration. Join our team and help us achieve our mission.

As an Administrative Support Specialist, you will support our team by maintaining and managing various administrative and financial tasks, thinking critically and proposing solutions to problems with a high level of professionalism. We are looking for someone who is business oriented and who possesses basic accounting knowledge and executive assistant experience.

Duties & Responsibilities:

- Keep the executive's calendar up-to-date, including adding events, rescheduling appointments and providing daily briefings;
- Act as the gatekeeper for internal and external contacts, including vendors, colleagues, clients, and customers
- Coordinate meetings and events, document outcomes and follow up on action items;
- General administrative duties (e.g., detailed note taking, preparation of meeting materials, expense reports) and special projects with constant realignment of priorities;
- Coordinate travel - domestic and international; manage logistics and respond to schedule changes with ease;
- Manage the purchasing and billing process for executives. Be responsible for managing large purchases of all types;
- Oversee accounts receivable and accounts payable;
- Handle confidential information discreetly and with care.

Skills & Requirements:

- Experience as a personal assistant an asset;
- Basic Excel skills;
- Data entry skills along with a knack for numbers;
- Ability to work independently and as part of a team
- Ability to work in a fast-paced and technological environment;
- Excellent time management and organizational skills;
- Functional bilingualism (strong English with basic French);
- Please note this is a full-time, in-office position in Montreal, Quebec.

Momentum Ventures est une entreprise engagée dans la création et la croissance de startups. L'accent mis sur l'excellence de l'exécution et le travail d'équipe, combiné à la détermination et à l'engagement, nous a permis de créer une réputation de succès dans la création de startups. En tant que membre de l'équipe de Momentum Ventures, vous aurez l'opportunité de travailler avec un groupe de personnes ayant le même état d'esprit et qui se dédient à l'atteinte de l'excellence. Nous offrons un environnement de travail dynamique et rapide qui encourage la créativité, l'innovation et la collaboration. Rejoignez notre équipe et aidez-nous à accomplir notre mission.

En tant que spécialiste en soutien administratif, vous soutiendrez notre équipe en assurant et en gérant diverses tâches administratives et financières, en faisant preuve d'esprit critique et en proposant des solutions aux problèmes avec un haut niveau de professionnalisme. Nous recherchons une personne orientée vers les affaires, qui possède des connaissances de base en comptabilité et une expérience en tant qu'assistant(e) de direction.

Tâches et responsabilités:

- Superviser toutes les communications entrantes et sortantes, y compris les courriels, les appels téléphoniques, les rapports et la correspondance interne;
- Tenir à jour l'agenda des dirigeants, notamment en ajoutant des événements, en reportant des rendez-vous et en fournissant des briefings quotidiens;
- Jouer le rôle de gardien pour les contacts internes et externes, y compris les fournisseurs, les collègues, les clients et les consommateurs;
- Coordonner les réunions et les événements, documenter les résultats et assurer le suivi des mesures à prendre;
- Tâches administratives générales (par exemple, prise de notes détaillées, préparation des documents de réunion, notes de frais) et projets spéciaux avec réalignement constant des priorités;
- Coordonner les voyages - nationaux et internationaux ; gérer la logistique et répondre aux changements de calendrier avec facilité;
- Gérer le processus d'achat et de facturation pour les dirigeants. Être responsable de la gestion des achats importants de tous types;
- Superviser les comptes clients et les comptes fournisseurs;

Compétences et exigences:

- Une expérience en tant qu'assistant personnel est un atout;
- Compétences de base en Excel;
- Compétences en matière de saisie de données et sens des chiffres;
- Capacité à travailler de manière indépendante et en équipe;
- Capacité à travailler dans un environnement technologique en constante évolution;
- Excellentes compétences en matière de gestion du temps et d'organisation;
- Bilinguisme fonctionnel (anglais fort et français de base)

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