Secretary

2 weeks ago

Montréal, Canada Hinnawi bros Bagel & Cafe Full time

_**Hinnawi Bros Bagel & Café**_

**Job title**:
Secretary

**Based at**:
Hinnawi Bros Bagel & Café

**Reports to**:
Office Manager

**Overall job objectives**

A **Secretary** plays a crucial role in ensuring the smooth operation of an office by handling administrative and clerical tasks. They act as the backbone of an organization, supporting executives, teams, or departments with communication, scheduling, and documentation.

**Job Specifications**
- Maintain and update calendars for executives or teams.
- Schedule meetings, appointments, and conference calls.
- Send reminders and follow-ups to ensure punctuality.
- Adjust and reschedule appointments as needed to avoid conflicts.
- Arrange meeting rooms, prepare agendas, and organize materials.
- Send out invitations and confirm attendance.
- Take and distribute meeting minutes and action points.
- Maintain a to-do list and ensure tasks are completed on time.
- Set reminders for project deadlines and important events.
- Update stakeholders on progress and necessary follow-ups.
- Keep employees and managers informed of schedule changes.
- Ensure timely updates on policy changes, events, or urgent matters.
- Book travel arrangements, accommodations, and itineraries.
- Adjust plans in case of schedule changes or cancellations.
- Prepare necessary documents, tickets, and travel confirmations.

**Additional job specifications**:

- Provide assistance with occasional personal tasks, such as arranging deliveries, running minor errands, or ensuring a smooth work environment for executives.

**Qualifications**:

- Proficiency in scheduling tools (Calendars, Microsoft Outlook, etc.).
- Strong time management and prioritization abilities.
- Excellent attention to detail to avoid scheduling conflicts.
- Ability to multitask and adjust to changing priorities.
- Clear and effective communication skills.

**Education & Experience**:

- College diploma or equivalent.
- Previous experience in administrative or secretarial roles is an advantage.

**Job Type**: Part-time

Pay: $18.00-$20.00 per hour

Expected hours: 30 - 40 per week

**Benefits**:

- Discounted or free food
- Flexible schedule

Application question(s):

- Are you open to be notified almost everyday to update certain tasks and schedules?

**Language**:

- French (preferred)

Work Location: In person

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