Administrative Assistant

AAA Canada Inc.; Dorval; Hybrid; CAD 70,000 - 75,000; Full time

Job summary

AAA Canada is seeking an experienced Executive Administrative Assistant to support two senior directors within the Operations and Supply Chain team. In a fast-paced environment, you will manage calendars, coordinate meetings, and handle high-level administrative tasks.

This role requires perfect bilingualism (French and English), a DEC in administration or equivalent, and at least 10 years of executive support experience, preferably in manufacturing or industrial settings.

Qualifications

• Must have strong bilingual communication in French and English.
• DEC in administration or equivalent training/experience.
• Minimum 10 years in executive administrative support, ideally with management/director exposure.
• Proficiency with MS Office suite (Word, Excel, PowerPoint) and Outlook; ERP/Purchasing experience (Ariba an asset).

Responsibilities

• Manage complex calendars and plan meetings for two senior directors.
• Prepare materials, documentation, and correspondence for internal and external stakeholders.
• Coordinate procurement activities and budget support using Ariba; assist in department budgeting.
• Onboard new hires and maintain organizational charts.
• Draft and review bilingual correspondence in French and English.
• Coordinate travel logistics and prioritize information-flow for executives.

Skills

Bilingual (French & English)

Calendar and meeting management

Communication

Education

DEC in administration or office automation

Tools

MS Office

Outlook

Ariba (ERP/Purchasing)

Job description

Are you looking for a dynamic and stimulating environment where your rigor and organizational skills will make a real difference?

We are looking for an experienced Executive Administrative Assistant to support two senior directors within the Operations and Supply Chain team.

Working in a fast-paced environment and closely collaborating with the executive assistant, you will play a key role in daily management, administrative organization, and the coordination of strategic department activities.

Location: Montreal (QC)

Work mode: Hybrid (3 to 4 days per week in the office)

Job type: Direct placement / Full-time

Salary scale: $70,000 to $75,000 per year

Required languages: Perfect bilingualism (French and English)

About the role

Are you looking for a dynamic and stimulating environment where your rigor and organizational skills will make a real difference? We are looking for an experienced Executive Administrative Assistant to support two senior directors within the Operations and Supply Chain team.

Working in a fast-paced environment and closely collaborating with the executive assistant, you will play a key role in daily management, administrative organization, and the coordination of strategic department activities.

Your responsibilities and contributions

In this role, you will have to:

• Agenda and meeting management: Manage complex schedules, plan meetings, and prepare all required materials.

• Purchasing and budget support: Prepare the required documentation for purchase orders in Ariba. Participate in the consolidation and preparation of department budgets as well as special projects.

• Expense accounts and reports: Prepare and consolidate expense reports and other financial or administrative documents (correspondence, memos, reports) according to required formats.

• Personnel onboarding (Onboarding): Coordinate the arrival of new employees (hiring forms, IT equipment ordering, etc.) and keep organizational charts up to date.

• Communications & Correspondence: Draft and review internal and external correspondence in French and English. Ensure liaison, on behalf of the directors, with senior management and external partners.

• Priority management & Logistics: Filter and manage incoming information, answer calls, handle mail, and organize business travel.

Profile sought & Requirements

• Education: D.E.C. in administration, office automation, or a combination of equivalent training and experience.

• Experience: Minimum of 10 years of relevant experience in executive administrative support (ideally with management/director positions).

• Industry: Prior experience in a manufacturing or industrial environment is a major asset.

• Bilingualism: Excellent oral and written communication skills in French and English (mandatory).

• Computer tools: Thorough mastery of the MS Office suite (Word, Excel, PowerPoint), Outlook, and experience with an ERP/Purchasing system (knowledge of Ariba an asset).

• Personal skills:

  • Strong team spirit, dynamism, tact, and excellent interpersonal relationships.

  • Excellent judgment, discretion, and high capacity for evaluation and priority management in a high-volume environment.

  Embark on an exciting adventure with AAA Canada, where every application opens the door to new possibilities.

AAA subscribes to the principle of employment equity and encourages women, Indigenous peoples, persons with disabilities, and members of visible minorities to submit their applications.

ABOUT AAA CANADA

AAA Canada is an on-site and off-site manufacturing company that offers specialized subcontracting and technical assistance services related to industrial engineering, production, and maintenance processes in the Aerospace, Ground Transportation, and Defense sectors.