Administrative Assistant

3 days ago

Montréal, Canada Centre d’accueil Le Programme Portage Inc. Full time

SUMMARY

Portage is seeking to hire an Administrative Assistant to directly support the Vice-President of Operations and Administration. The Administrative Assistant will provide administrative assistance to the Vice-President, will interact with internal and external stakeholders in the advancement of organizational priorities, and will assist as need-be with daily operations of Portage.

RESPONSIBILITIES

Be responsible for planning schedules, calendar management, arranging travel and accommodations, handle expenses / invoices, reporting, and ad hoc projects;
Collaborate with other departments and centres on daily activities and projects;
Participate in operations projects and make sure that documentation is up to date;
Ensure the logistics of the meetings;
Prepare all documents required for meetings and assemblies;
Make all room reservations, accommodation and transportation necessary for meetings, if any;
Help develop work methods that will help facilitate communication with all departments;
Maintain an inventory of all projects in place and ensures that all deadlines are met;
Establish and maintain an administrative filing system;
Manage the agenda and appointment scheduling;
Manage incoming communications;
Follow up on documents requiring approval (contracts, expense accounts, etc.);
Translate, format, and revise communications and documents in French and English;
All other tasks related to the job.

PROFIL REQUIRED

Minimum 5 years of relevant experience in a similar position;
College diploma or a diploma in a related field;
Be perfectly bilingual, both oral and written (mandatory);
Be able to work independently and highly organized;
Demonstrate versatility, initiative and the ability to work on different projects at the same time;
Be able to handle sensitive and confidential information;
Excellent knowledge of Microsoft Office.

ADDITIONAL INFORMATION

**Job Type**: Permanent, Full-time, 35 hours per week

**Schedule**: Monday to Friday - Hybrid mode work

**Salary**: to be discussed according to experience

**Benefits**: group insurance, RRSP, 4 weeks of vacation/year, 13 statutory holidays/year, accumulation of sick days

**Evaluation**: translation and Excel tests will be requested

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