Administrative Assistant

7 days ago

Montreal, Quebec, Canada EXAFIELD Full time $40,000 - $45,000 per year

Exafield is an international market research fieldwork company specializing in healthcare studies. With offices in Europe and North America, we provide high-quality quantitative and qualitative data collection through strong partnerships with healthcare professionals, patients, and key industry stakeholders.

As part of our growing North American operations, we are seeking a highly organized and detail-oriented Administrative Assistant to support our Montreal office.

The Administrative Assistant will play a key role in supporting the financial and operational processes of Exafield North America. This position involves managing invoicing and payments, coordinating with local teams and suppliers, and liaising with our accountant for tax-related matters. The ideal candidate is proactive, reliable, and comfortable managing multiple administrative and financial tasks in a fast-paced international environment.

Key Responsibilities

  • Invoicing & Payments
  • Prepare, issue, and track client invoices.
  • Process payments for project incentives, suppliers, and service providers.
  • Maintain accurate financial records and ensure timely reconciliation.
  • Project Financial Coordination
  • Liaise with local project teams (Canada, US) to confirm and consolidate final project costs.
  • Support the preparation of cost summaries and internal reporting.
  • Accounting & Tax Support
  • Coordinate with the local accountant for monthly bookkeeping and tax returns.
  • Ensure all relevant documentation and receipts are properly filed and accessible.
  • General Administration
  • Support the management team with administrative tasks as needed.
  • Help optimize and maintain administrative and financial procedures.

Qualifications

  • Strong organizational and multitasking skills with high attention to detail.
  • Proficiency in Microsoft Office (Excel, Outlook); experience with accounting software (e.g., QuickBooks or equivalent) is a plus.
  • Excellent communication skills in English and French (written and spoken).
  • Experience in an international or research environment is an asset.

What We Offer

  • A dynamic and collaborative international team environment.
  • Opportunities for professional growth and skill development.
  • Hybrid working arrangement (Montreal-based).

Job Type: Full-time

Pay: $40,000.00-$45,000.00 per year

Benefits:

  • Work from home

Work Location: Hybrid remote in Montréal, QC

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