Administrative Assistant

Administrative Support - Job Listing.png

Administrative Assistant

Montreal, Quebec Canada

October 1st 2019

POSITION DETAILS

Contract

Core functions of the role:

  • Communications & Management Reporting.

  • Assist with data collection and production of monthly and quarterly management reports.

  • Assist with production and translation of communication materials in English and in French.

  • Produce reports, presentations and org charts based on existing templates using MS PowerPoint, Excel and Word.

  • Maintain various existing SharePoint and intranet sites.

Calendar Management:

  • Keep Senior Manager's Calendars up to date including preparation of travel itineraries/schedules for business trips. (travel details & contact telephone numbers should be entered)

  • Calendar management - set up of all internal/external meetings for Senior Managers.

  • Schedule all meetings for the manager as required – arrange all conference rooms, AV equipment, dial-in numbers, video conference facilities and prepare & distribute meeting materials.

  • Proactivity on the calendar management, move conflicts as necessary, being able to prioritize meetings.

Travel:

  • Coordinate and book all travel including flights, hotels, currency, taxis, etc. adhering to all Firm policies.

Expenses:

  • Complete expense reports for Managers if required. Ensuring all claims adhere to Firm policy.

Attendance at meetings:

  • Hold regular 1-1 meetings (to be agreed) with Senior Managers in order to decide priorities/deadlines/projects. Provide regular updates on work in hand.

  • Provide regular feedback on problems/issues.

  • Ad hoc support for various committees as required.

  • Attend weekly meetings with the Montreal team, where applicable.

  • Arrange, attend and minute various regular meetings.

  • Send out meeting minutes in a timely manner.

  • Arrange all conference rooms, AV equipment, dial in numbers, video conference facilities and prepare & distribute meeting materials.

Floor / Space coordination:

  • Co-ordination of all day to day moves and associated processes: desk moves, IT moves, system updates.

  • Update the online space management tool.

  • Submit related move tickets.

  • Support large scale project moves as needed.

  • Desk allocation for all new joiners.

Point of contact:

  • Provide general information on the office, department and Firm as required (promoting use of internal web pages or appropriate points of contact where possible).

  • Miscellaneous questions, point of contact for staff members for the departments covered.

General Admin tasks:

  • Filing, scanning, photocopying, etc. as required.

  • Arrange courier and postal services as needed.

  • Update and review materials such as communications, correspondence, presentations, and reports.

  • Minor English/French and French/English translations.

  • Maintain various SharePoint sites.

  • Maintain mail groups.

  • Org Chart Update.

  • Update various Divisional lists & reports.

  • Miscellaneous Event planning when requested.

  • Coordinating department activities and functions, arranging team events, and help co-ordinate materials for team meetings.

Visitor Support:

  • Arrange desks for visitors prior to arrival.

  • Provide support to visiting Managers.

New Hires:

  • Check daily reports for new hires into the area.

  • Complete new hire set up. Desk assignment, ensure new hire accounts are active, requesting ID and log on details.

  • Daily / Weekly follow-ups to ensure all information is received on time.

  • Host weekly New Hire Orientation sessions.

  • Contingent on-boarding - ensure all appropriate approvals have been received including the creation of ids.

  • Complete and submit new hire tickets

  • Consultant Departure; ensure the appropriate tickets have been raised, follow up as necessary.

Projects:

  • There may be an opportunity to become involved in a variety of Projects; however, this is dependent on workload and priority.

Team cover:

  • Form a working partnership with other team members and other support function teams. Ensure absence cover for own area and provide additional help when possible to other team members.


REQUIREMENTS

Qualifications/Requirements:

  • Pro-active: identifies other values add- areas for Managers over and above day to day tasks.

  • Identifies areas for improvement and suggests solutions.

  • Demonstrates a willingness to learn about the business. (helps integration into the group)

  • Excellent organizational skills.

  • Able to work in a fast-paced environment.

  • Able to perform and manage many tasks at the same time.

  • Excellent time/priority management skills.

  • Assertive.

  • Good communicator.

  • Good use of initiative, judgment and decision making.

  • Flexible & adaptable to change.

  • Strong team player who is also able to work and deliver on their own.

  • Ability to prioritize diverse tasks and lead them to timely completion.

  • Fluently bilingual in English and French, spoken and written and able to translate English to French.

  • Excellent knowledge of MS Suite, PowerPoint, Excel, Word.

  • Demonstrated ability to continuously learn and apply office and productivity tools.


 
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Job ID: A2539