Administrative Assistant

Position Summary

The Administrative Assistant provides high-level administrative and operational support to the managers of the HR management team of the Talent Management, HRIS & Sustainability and Total Rewards teams. 

What are your contributions to the team?

1. Financial Operations 
Purchase Orders, Vendors, and Reconciliations
•    Prepare, issue, track, and reconcile purchase orders (POs) for HR leaders, events, vendors, and recurring activities.
•    Follow up with suppliers, verify invoices and validate budget compliance.
•    Validate monthly charges and escalate variances as needed.
•    Ensure compliance with internal financial policies and procurement guidelines.
Budgets and financial monitoring
•    Consolidate monthly budget captions, forecasts and year-end processes (high complexity for TA, HRLT activities and supplier budget lines).
•    Manage annual budget cycle inputs for HR leaders and prepare bids in systems such as BPC.
•    Support audit-ready documentation of external partner events, sponsorships and expenses.
•    Prepare expense reports and financial summaries for the VP HR and HRLT.
Governance, Reporting & Compliance
•    Improve financial governance processes and propose solutions to optimize efficiency.
•    Maintain accurate financial records, dashboards and monthly reports.
•    Support chargeback processes (monthly and annual) by ensuring accuracy and completeness.
•    Act as a financial liaison between the HR, Finance and Procurement teams.

2. Support and coordination
Agenda, travel and daily coordination
•    Manage agendas and ensure the planning of meetings.
•    Coordinate travel and logistics.
•    Prioritize incoming information and determine required actions.
Support for meetings and projects
•    Organize meetings, including preparation of materials, logistics, room reservations and follow-ups.
•    Support special projects related to HR strategy, events, recognition and onboarding of new employees.
•    Coordinate cross-functional meetings and manage communications on behalf of management.
Documentation and communication
•    Drafts, formats and revises correspondence, presentations, memoranda, reports and other documents in English and French.
•    Update organizational charts.
•    Manage incoming and outgoing mail.
Management of the Common Areas of the Human Resources Team of the Administrative Centre
•    Stationery management and material ordering
•    Ensure the proper functioning of the department's meeting rooms
•    Manage locker assignments
•    To provide support to the users of the hotelling reservation system
•    Coordination and management of training rooms

How to thrive in this role?

•    You have a college degree in office technology, finance, administration or equivalent;
•    You have a minimum of 8 years of relevant experience;
•    You have excellent communication skills both spoken and written in French and English;
•    You have excellent knowledge of MS office (Word, Excel, Power Point) Outlook;
•    You must be a team player, known for your dynamism, strong interpersonal relations, judgment and organization skills;
•    You have the ability to assess and manage business priorities in a dynamic and fast pace environment;
•    You have experience in project management;
•    You have a strong sense of confidentiality
•    You like to have several continuous mandates.