Description
Under the supervision of the Senior Director, the incumbent provides administrative support to the management team. He or she contributes to the department's visibility by providing administrative support for various projects or events through marketing tools, documentation, or presentations to the team.
The key responsibilities of this position are as follows:
Ensure coordination and act as a resource person for information communications with third parties
- Organize monthly and weekly meetings with internal and external resources (e.g., municipal technical committee, liaison committee, etc.).
- Maintain a shared record of the project office meeting schedule and manage this schedule
- Take notes during internal and external committee meetings to follow up on ongoing actions.
- Follow up with managers according to the priority of deliverables and deadlines.
- Coordinate and follow up on documents to be produced or initiatives to be implemented.
- Write/create the tracking tools requested by the manager in Excel/Word/PowerPoint.
- Use SAP to extract vacation tracking information to support the manager in applying company policies.
Provide administrative support to management and projects
- Draft and prepare various reports, presentations, minutes, summaries, memos, agendas, and correspondence, reviewing them for language and formatting, and coordinating the translation of various documents;
- Provide administrative support for travel and other departmental events (prepare travel authorizations, reservations (flights, hotels, rental cars, etc.) and expense allowances;
- Draft processes, procedures, and task support tools;
- Keep vacation schedules up to date;
- Submit and/or modify various requests (*DA, *DPI, etc.) and follow up on them;
- Coordinate the manager(s)' schedule, as needed;
- Conduct inventory checks of office supplies and place orders, as needed;
- Prepare travel expense reports for management;
- Coordinate invoice payment stages in accordance with established schedules and follow up with the Finance Department;
- Ensure the availability and organization of office supplies for management;
- Maintain, correct, and prepare data for monitoring budget-related files.
Participate in the continuous improvement of processes related to your position and/or department, as needed.
Perform any other related tasks.
Qualifications
- College diploma (DEC) in administrative techniques or a related field.
- 5 years of relevant experience.
- Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint)
- Excellent command of spoken and written French and English.
- Be organized and know how to manage your time
- Rigorous, analytical, proactive, and organized
- Good judgment
- Strong interpersonal skills, team-oriented
- Excellent communication and writing skills (in-depth knowledge of French and English)
- Strong interest in numbers (reporting, billing, and budget tracking)
- Knowledge of SAP is an asset.
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