Executive Assistant
Job Summary
Are you currently looking for a new opportunity in Dorval as an executive assistant. In partnership with the other stakeholders, the administrative assistant provides administrative support to the company's management team, and ensures the smooth running of all offices. Enjoy a competitive salary, group insurance, pension plan, and free parking.
Responsibilities
- Ensure smooth running of administrative activities and office management.
- Provide accounting support including expense reports and invoice processing.
- Support HR administrative tasks and event logistics.
- Handle purchasing and inventory of office supplies and equipment.
Required Skills
- Secretarial Degree with minimum 7 years of experience
- Strong bookkeeping and accounting skills
- Fluently bilingual (English and French)
- Proficiency in MS-Office suite
Job Details
Advantages
• Work at the airport Pierre Eliot Trudeau
• 40h work week
• Competitive salary (flexible based off experience)
• Group insurance
• Pension plan
• Free parking
• 3 weeks vacation
• Training provided
Responsibilities
Ensure the smooth running of administrative activities in the company's offices;
- Take care of various matters, such as: radio licenses, lease renewals, parking space management, post office lockers, office equipment rental contracts, visitor card administration - restricted area, courier and parcel services, (Fedex, Purolator, etc.) and customs administration if applicable;
- Draft, revise and translate correspondence, presentations, brochures, charts, reports and other related documents for various departments;
- Open and distribute postal and electronic mail and other incoming documents, and coordinate the internal flow of information with other departments and/or business partners;
- Establish and maintain manual and computerized filing systems, including archives, for various business areas;
- Greet visitors and answer general telephone calls;
- Organize business trips and make reservations for those concerned.
Accounting support
- Take charge of the expense reporting process;
- Verify timesheets vs. software and prepare report for payroll department;
- Complete some accounting files based on documents received (invoices, timesheets, payments, etc.);
- Prepare payments (transfers, cheques, etc.);
- Prepare and send invoices and receive payments;
- Other non-recurring tasks or replacing employees on vacation.
Human Resources
- Support human resources administrative activities;
- Prepare hiring documents for new employees;
- Update organization charts;
- Prepare anniversary bulletins;
- Maintain employee files and related databases;
- Filing;
- Produce various documents, lists and reports using Word, Excel or Powerpoint;
- Logistics and organization of special events.
Purchasing
- Make purchases necessary for the smooth running of the company: parts, electrical and electronic equipment, office supplies, furnishings, buffet, coffee and other consumables, work clothing, promotional items;
- Issue and follow up on purchase orders as required.
Other
- Comply with established rules and procedures (health and safety, 5S, etc.);
- Be actively involved in the continuous improvement of the various processes in which he/she is involved;
- Carry out any other tasks and responsibilities that may be requested by his/her immediate superior.
Qualifications
- Secretarial Degree;
- Minimum 7 years experience in a similar position;
- Strong bookkeeping/accounting skills;
- Fluently bilingual;
- English-speaking internal and external [clients/partners/employees] located outside Quebec on a [daily/regular] basis;
- Strong writing skills;
- Strong translation skills (French/English);
- Thoroughness and attention to detail;
- Respect for deadlines;
- Judgment and resourcefulness;
- Good knowledge of the MS-Office suite;
- Rigorous and methodical;
- Ability to work on different files at the same time;
- Excellent communication skills, courtesy and diplomacy;
- Positive attitude.