Bilingual Administrative Assistant
3 weeks ago
Position Summary:
We are seeking a detail-oriented Administrative Assistant to provide essential support to our client's department, Branch, and Board of Directors. The successful candidate will play a crucial role in maintaining efficient administrative processes and facilitating smooth operations within our organization. If you are proactive, organized, and thrive in a dynamic environment, we encourage you to apply. This position will be located in Montreal (Airport area).
Key Tasks and Responsibilities:
- Respond to inquiries and determine appropriate action required.
- Maintain a bring-forward system and ensure outstanding issues are addressed promptly.
- Assist the Management team in organizing their time, including scheduling meetings, appointments, and videoconference sessions.
- Coordinate the scheduling of events, boardrooms, and catering for the Board of Directors.
- Prepare travel arrangements for Branch members and the Board of Directors.
- Verify and provide financial coding for invoices.
- Oversee per diem submissions for the Board of Directors.
- Implement, monitor, and identify areas for improvement in administrative processes.
- Plan and coordinate logistics and catering for various events.
- Conduct research, collect data, and consolidate information into reports.
- Perform general office duties including typing, formatting, photocopying, and maintaining office equipment.
- Assist and support the Branch or Directorate with various tasks and projects as required.
Partnerships and Stakeholder Relations:
- Establish and maintain networks and collaborative working relationships within the organization to facilitate senior-level meetings.
Continuous Improvement:
- Conduct research on best practices related to administrative processes and systems.
- Implement and identify areas for improvement in administrative processes.
Qualifications and Knowledge:
Essential:
- High school or college diploma with relevant experience in office administration.
- 1-2 years of experience providing administrative support.
- Experience in layout and formatting complex reports, correspondence, and documents.
- Experience processing invoices and maintaining budget spreadsheets.
- Knowledge of general administration practices and secretariat support.
- Advanced proficiency in Microsoft Office Suite.
- Proficiency in French and English
Valuable:
- Knowledge of relevant legislation affecting the organization.
- Understanding of the aviation industry and related regulatory issues.
Core Skills:
- Ability to multitask and manage priorities efficiently.
- Strong attention to detail.
- Excellent communication skills, both oral and written.
- Tactful, cooperative, and discreet.
- Ability to work independently and collaboratively.
- Experience in coordinating travel arrangements and preparing meeting minutes.
Other Job Requirements:
- Ability to work overtime as required.
- Ability to obtain and maintain a Secret security clearance.
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