Administrative Assistant, Senior

What are your contributions to the team?

• Support multiple Directors through calendar and email booking and management.
• Manage day-to-day activities (review emails, approval requests, etc.), ensuring they are kept up to date on requirements and timelines.
• Ensure the smooth operation of the department by tracking deliverables as requested by the Directors.
• Make travel arrangements and prepare expense reports in accordance with company policies.
• Handle IT and confidential/sensitive employment-related HR-related information/requests and help onboard new employees and interns; own the resolution of employee issues during the onboarding process.
• Create and maintain databases / distribution lists / organization charts / time and attendance reports / HR reports / other reports as necessary.
• Own the process for Contractors within department; hire, coordinate with agencies, coordinate training, renew badges, terminate badges.
• Chair / Co-ordinate department meetings (Morning Meetings, Weekly Staff, BSC and Master Plan reviews); track and diligently follow-up on department actions, manage agenda and record meeting minutes.
• Manage and Organize Departmental Microsoft Teams spaces.
• Support the preparation of reports and presentations using MS Office Software suite (O365)
• Be involved in the budget process and analyze the monthly expenses of the team; Track departmental spend against budget via invoice tracking and purchasing request process
• Manage time sheets and vacation time.
• Collaborate with administrative assistants in Montreal to ensure alignment and conformity.
• Have good knowledge of the Company's policies and procedures to provide support to the team.
• Co-ordinate events and conferences related to business activities.
• Write internal and external correspondence in English.
• Maintain supplies inventory.
• Perform other duties as assigned.

How to thrive in this role?

• You have a college Degree in administration or the equivalent and a minimum of seven (7) years in a similar position.
• You possess excellent knowledge of MS Office, Word, PowerPoint, Excel, Outlook, Teams, and SharePoint.
• You have a good knowledge of SAP tool (asset).
• You possess strong oral and written communication skills.
• As a resourceful team player, you are known for your dynamism, strong interpersonal relations, judgment, and organizational skills. 
• You can work under pressure and can manage several priorities simultaneously.
• You have a great deal of initiative and can work with minimum supervision, involving coordination and organization of work methods for the assigned duties.
• You can maintain strict confidentiality when required to do so.