Montreal, Quebec Canada
October 1st 2019
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.
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.
Coordinate and book all travel including flights, hotels, currency, taxis, etc. adhering to all Firm policies.
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.
Arrange desks for visitors prior to arrival.
Provide support to visiting Managers.
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.
There may be an opportunity to become involved in a variety of Projects; however, this is dependent on workload and priority.
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.
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.
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.
Job ID: A2539