Administrative Assistant

Job Title : Administrative Assistant

Type of Contract : Full-Time

Job Objectives :

The Administrative Assistant plays a key role in supporting the team with various administrative tasks, organizing files, and facilitating internal and external communication. He / She contributes to the smooth operation of the organization.

Main Responsibilities :

1. General Administrative Support :

• Receive, process, and distribute incoming and outgoing mail.
• Draft and format administrative documents (reports, letters, memos).
• Prepare and monitor administrative files (filing, archiving, updating).
• Manage schedules and agendas for supervisors.

• Greet visitors, clients, and partners, both in person and on the phone.
• Handle internal and external inquiries, forwarding relevant information.
• Manage correspondence and communication with various departments.

• Order and monitor office supplies, manage stock levels.
• Organize and schedule business travel (transportation, accommodation bookings).

• Assist in preparing documents for meetings and presentations.
• Update databases, tracking sheets, and internal files (e.g., Excel).
• Assist with administrative project management in support of supervisors.

• Prepare files for internal or external audits.
• Follow up on administrative procedures and ensure deadlines are met.

Skills and Qualifications :

1. Technical Skills :

• Proficiency with office software (Word, Excel, PowerPoint, etc.).
• Knowledge of administrative procedures and document management tools.
• Experience handling correspondence and confidential documents.

• Strong organizational skills, attention to detail, and autonomy.
• Customer service mindset and effective communication.
• Ability to work in a team and manage multiple priorities.

• Degree in secretarial studies, administrative management, or a related field (Bac to Bac +2 or equivalent).
• Previous experience as an administrative assistant or in a similar role is a plus.

Working Conditions :

• Working Hours : 40 hours per week Monday to Friday in office.
• Location : 640 av lépine dorval.

Career Progression :

This position may evolve into greater responsibilities depending on experience and acquired skills.