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Administrative Assistant

2 months ago

Montreal, Quebec, Canada TOTEM Recruteur de talent Full time

Job Summary:

TOTEM Recruteur de talent is seeking a highly organized and detail-oriented Administrative Assistant to join our team on a part-time basis. The successful candidate will be responsible for providing administrative support to our client, including managing communication, handling correspondence, and maintaining accurate records.

Key Responsibilities:

  • Communication Management: Manage all communication related to the position, including writing letters, responding to inquiries, and following up on tasks.
  • Correspondence and Mail Management: Handle physical and electronic mail, including opening, sorting, and distributing mail.
  • Phone and Email Management: Respond to and direct phone calls and emails to the appropriate personnel.
  • Documentation Management: Maintain accurate and up-to-date records, including opening, managing, classifying, and closing files.
  • Data Entry and Maintenance: Update databases and ensure accurate documentation of all changes.
  • Information Sharing: Ensure the smooth flow of information between team members.
  • Scheduling: Maintain an up-to-date calendar of events and activities.
  • Meeting Coordination: Coordinate meetings and appointments.
  • Reporting: Prepare and submit reports as required.
  • Inventory Management: Maintain an inventory of office supplies.
  • Supply Ordering: Order office supplies as needed.
  • Cash Handling: Manage a small cash fund.
  • Accounting: Prepare invoices as needed.
  • Additional Tasks: Perform other related tasks as required.

Requirements:

  • Microsoft Office Suite: Proficient in Microsoft Office, including Word, Excel, and Outlook.
  • Language Skills: Excellent written and verbal French skills, with intermediate English skills.

Personal Qualities:

  • Attention to Detail: Meticulous and organized, with a strong sense of attention to detail.
  • Technical Skills: Proficient in using technology to complete tasks.
  • Reliability: Reliable and able to work effectively under pressure.
  • Writing Skills: Excellent writing skills, with the ability to communicate effectively.
  • Autonomy and Flexibility: Able to work independently and adapt to changing priorities.
  • Communication Skills: Excellent communication skills, with the ability to interact with multiple stakeholders.
  • Organizational Skills: Strong organizational skills, with the ability to prioritize tasks and manage time effectively.
  • Discretion and Proactivity: Discreet and proactive, with the ability to anticipate and address issues.