Position Title: Administrative Assistant Duration: 6 months Location: Montreal, Quebec (Hybrid 3 days onsite– Flexible) Hours of Operation: 9-5
Bilingual (French) required.
Job Description: Perform various administrative and clerical tasks, administer financial and human resources and provide professional support to several managers and their immediate reports. The incumbent provides general administrative services by ensuring compliance with all administrative and operational processes and control standards, while seeking to identify, develop and participate in the implementation of opportunities for improvement, thereby contributing to the smooth running of the Office of the President.
Support the implementation of strategic initiatives, and track indicators and milestones.
Build effective relationships with internal and external stakeholders.
Analyze data and intelligence to provide insights and recommendations.
Lead the planning, coordination and delivery of the department's activities.
Provide expert and professional support to the President and his or her senior directors within a major department
Ensure the coordination and monitoring of budgets; Produce reports on results against budgets.
Resource person for the coordination of courtesy tickets, corporate tables and others.
Manage and monitor calendars and upcoming events. Forwards meeting invitations, reserves meeting rooms, and arranges for resources, including resources, to ensure that meetings run smoothly and efficiently. Participate in the coordination and conduct of the department's activities.
Establish and maintain a filing system; Ensure that activity reports, operational reports, forms and other documents are easily accessible, in electronic or paper format.
Support the development of a customized message, which may include the drafting, editing and transmission of communications (e.g., correspondence, presentations, policies and procedures).
Route outgoing communications. Answers, answers, or forwards calls to the central telephone line.
Processes invoices for payment in accordance with documented processes, guidelines and supplier agreements.
Prepares and records expense claims and expense reports by department. Track expenses to ensure budget compliance. Handle travel bookings, making flight and hotel bookings as required. Manages supplies inventory by checking inventory to determine stock levels; arranging necessary supplies; placing orders for supplies and requesting delivery; verifying receipt of supplies.
Coordinates staff training needs (e.g., research, reservations, cancellations, confirmations, etc.).
Collaborate with internal and external stakeholders to achieve business objectives.
Classify information to ensure accuracy and completeness.
Perform complex and diverse tasks within established rules and limits; manages escalation requests from other employees as required. Analyze issues and determine next steps.
Broader tasks and responsibilities can be assigned as needed.
Qualifications:
Typically three to five years of relevant work experience in an administrative or professional support function with a post-secondary degree in a related field, desirable.
PPT and Excel skills – in-depth skills
Oral and written communication skills – in-depth skills
Organisational skills – good skills.
Collaboration and teamwork skills – good skills.
Analytical and problem-solving skills – good skills.
Interviews:
2 interviews - First with HM virtually- 2nd interview - in person.
About Us: Established in 2004, SPECTRAFORCE® is one of the largest and fastest-growing diversity-owned staffing firms in the US. The growth of our company is a direct result of our global client service delivery model that is powered by our state-of-the-art A.I. proprietary talent acquisition platform, robust ISO 9001:2015/ISO 27001 certified processes, and strong and passionate client engaged teams. We have built our business by providing talent and project-based solutions, including Contingent, Permanent, and Statement of Work (SOW) services to over 140 clients in the US, Canada, Puerto Rico, Costa Rica, and India. Key industries that we service include Technology, Financial Services, Life Sciences, Healthcare, Telecom, Retail, Utilities and Transportation. SPECTRAFORCE is built on a concept of “human connection,” defined by our branding attitude of NEWJOBPHORIA®, which is the excitement of bringing joy and freedom to the work lifestyle so our people and clients can reach their highest potential. Learn more at: http://www.spectraforce.com
Benefits: SPECTRAFORCE offers a Group Registered Retirement Savings Plan (RRSP) Program to all eligible employees. Additionally, our employee discount program provides exclusive access to thousands of discounts on travel, entertainment, and more. SPECTRAFORCE offers unpaid leave as well as paid sick leave, paid holidays, and paid vacation as required by law.
Equal Opportunity Employer: SPECTRAFORCE is an equal opportunity employer and does not discriminate against any employee or applicant based on race, national or ethnic origin, colour, religion, age, sex, sexual orientation, gender identity or expression, marital status, family status, genetic characteristics, disability, conviction for an offence for which a pardon has been granted or in respect of which a record suspension has been ordered, or any other prohibited grounds as identified by provincial or territorial law. Please contact Human Resources at LOA@spectraforce.com if you require reasonable accommodation.
At SPECTRAFORCE, we are committed to maintaining a workplace that ensures fair compensation and wage transparency in adherence with all applicable state and local laws. This position’s starting pay is: $22.00/hr.
