Executive Assistant

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SYSTRA International Bridge Technologies (IBT) is an engineering firm solely dedicated to bridge engineering. We offer specialized engineering services in all facets of bridge design, construction, and maintenance.

Our niche bridge types include steel-concrete composite and all concrete cable-stayed structures, extradosed structures, and segmental concrete bridges. We are a world leader in metro and high-speed rail elevated guideway design. We emphasize the importance of producing bridges tailor-designed for their site that are constructible and economical without sacrificing elegance. We aim to develop cost-saving concepts with well-conceived construction methods, selecting suitable materials based on cost-effectiveness.

Our bridge projects have been built in the United States, Canada, Panama, Australia, India, Jamaica, Mexico, Taiwan, and in the Middle East. We have offices located in Canada, the United States and the Middle East.

SYSTRA IBT is part of the SYSTRA group, an international consulting and engineering group, a world leader in the design of transport infrastructures.

Context:
**Contract nature**: Permanent

**Location**: Greater Montreal, QC

**Division**: SYSTRA IBT

**Reports to**: Management Team

**Remuneration**: To be determined based on various factors, including but not limited to: education, relevant and demonstrated work experience in the role, skills, qualifications, certifications, competencies and other relevant criteria.

Missions/Main Duties:
We are seeking a highly organized and proactive Executive Assistant to support our leadership team and operations. This role combines administrative excellence with project accounting, procurement, and contract coordination.

**Administrative & Executive Support**:

- Schedule meetings and coordinate travel (book flights, hotels, etc.)
- Prepare and format reports, including project summaries and executive dashboards.
- Organize internal and external events (e.g., team building, client meetings).

**Accounting & Procurement**:

- Assist with project accounting, including tracking budgets, expenses, and financial milestones.
- Set up new vendors in the system and maintain vendor records.
- Process purchase orders and liaise with vendors.
- Support invoice issuing and reconciliation, as well as budget tracking.
- Support accounts payable processes and ensure timely payments.
- Serve as a backup for payroll processing, ensuring accuracy and confidentiality.

**Contract & Documentation Management**:

- Maintain and organize contracts and project documentation.
- Track contract deadlines and renewal dates.
- Coordinate with project managers as needed.

**Office Administration**:

- Support general office operations and team needs.
- Order office supplies and maintain inventory, groceries.
- Greet visitors and manage incoming calls when receptionist is away.

Profile/Skills:
**Education**:

- College Diploma or Certificate in Accounting, Bookkeeping, Office Administration, Business Administration or equivalent.
- Additional training in Microsoft Excel, accounting software, or contract management is considered an asset.

**Years of experience**:

- 3 to 5 years of relevant experience in administrative support, accounting coordination, or executive assistance roles.

**Technical competencies**:

- Advanced proficiency in Microsoft Excel, including pivot tables, formulas and data analysis.
- Advanced knowledge of Microsoft Office Suite.
- Experience in a multi-functional support role (e.g., combining admin, finance, and operations) is highly valued.
- Prior exposure to payroll systems, vendor management, and financial reporting tools is an asset.

**Personal & soft skills**:

- Discretion & confidentiality to handle sensitive information with integrity and professionalism.
- Organizational skills to manage multiple priorities, deadlines, and tasks efficiently.
- Clear communication and teamworking skills.
- Attention to detail to ensure accuracy.
- Adaptability and ability to manage multiple tasks, within tight deadlines and schedules.
- Fluent in French and English, to be able to work closely with collaborators in Canada and the United States.
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SYSTRA IBT is committed to having a diverse and inclusive workforce.