Administrative Assistant

Henley & Partners - The Firm of Global Citizens®; Montreal; On-site; CAD 40,000 - 55,000; Full time

Job summary

A leading advisory firm is seeking an experienced Administrative Assistant to provide clerical support and manage office operations. The candidate must have over 2 years of office management experience, excellent time and task management skills, and be fluent in English and French. This full-time role demands strong communication skills and the ability to work both independently and in a team.

Qualifications

• 2+ years of office management experience.
• Excellent time and task management skills.
• Strong written and verbal communication skills.

Responsibilities

• Provide general office admin support including filing and arranging appointments.
• Manage calendar and schedule meetings.
• Handle client inquiries and support office visitors.

Skills

Office management experience

Time management

Written communication

Verbal communication

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Team player

Planning and organizing

Fluent in English and French

Job description

Overview

Join Henley & Partners - Unlock Your Potential! As the leading global citizenship and residency advisory firm, we specialize in helping clients navigate investment migration and citizenship planning.

We are committed to creating a diverse and inclusive workplace and welcome applicants from all backgrounds. We strive to protect your privacy; by applying you agree to our privacy policy.

About the Role

The primary role of the Administrative Assistant is to provide administrative and clerical support to the office and team to ensure the efficient operation of the office by supporting a variety of tasks. Proven administrative experience is essential, as well as good time management skills and the ability to multi-task and prioritize work to support broader organisational objectives.

Key Responsibilities

• General Office Admin including filing, scanning documents, arranging appointments, and collection of documents.
• Management of MPs calendar and scheduling meetings, travel (flights/hotels), etc.
• Client/Intermediary handling including answering inquiries, attending to office visitors, serving drinks, and clearing meeting rooms after meetings.
• Management of marketing collateral inventory including factsheets and business card ordering and packing of collaterals for MPs, CAs and events.
• Management and administration of Introducers and other associated parties.
• Assist in the preparation of regular scheduled team meetings and reports.
• Assists with couriering of packages.
• Assists with ordering office supplies.

Qualifications

• 2+ years of office management experience
• Excellent time and task management skills with the ability to manage multiple priorities
• Strong written and verbal communication skills
• Ability to work independently and within a team
• Proficient in Microsoft Word, Excel and PowerPoint
• Ability to anticipate needs and preempt issues
• Professional interaction with clients and team; courteous and responsive
• Team player with willingness to provide backup support
• Planning and organizing skills
• Fluent in English and French

EEO and Privacy

We are an equal opportunity employer. We value diversity and encourage candidates from all backgrounds to apply. We value your privacy and are committed to protecting your personal information. By applying to this vacancy, you confirm that you have read, understood, and agree to our privacy policies. For details, see our Privacy Policy: https://www.henleyglobal.com/privacy-policy

Seniority level

• Associate

Employment type

• Full-time

Job function

• Administrative and Customer Service