Administrative Assistant

Kativik llisarniliriniq; Montreal (administrative region); On-site; CAD 84,000 - 113,000; Full time

Job summary

Kativik llisarniliriniq in Montreal, Canada seeks a professional to manage the technical and administrative activities of Human Resources. You will coordinate executive appointments, support budgeting, prepare communications, oversee communications, and act as a gatekeeper for internal/external contacts.

Responsibilities include calendar management, onboarding coordination, expense processing, research and reporting, confidentiality, cross-departmental process support, and project coordination.

Qualifications

• College diploma in a relevant field is required.
• Minimum of five years of relevant work experience.

Responsibilities

• Coordinate executive appointments, meetings, training sessions, and travels; ensure timely arrangements.
• Provide admin support for budgeting and financial activities, including records and archives management; liaise with Financial Resources.
• Prepare drafts of communications, memorandums, reports, presentations, minutes, and resolutions.
• Oversee incoming/outgoing communications for the department (e-mails, calls, reports, internal correspondence).
• Act as gatekeeper for internal and external contacts (vendors, colleagues, clients, customers).
• Maintain the Director’s and Department’s calendars; send reminders to the team.
• Coordinate onboarding activities for new hires.
• Process expense reports; reconcile receipts with company credit cards.
• Conduct research and create reports as requested by supervisor.
• Maintain discretion and confidentiality.
• Assist cross-departmental processes (DG charts, ServiceNow).
• Identify opportunities to improve administrative processes and organization.
• Assist in coordinating departmental projects, policies, initiatives, and events.
• Supervise, mentor, and manage employees under their responsibility.
• Perform other tasks as required by supervisor.

Skills

Planning

Organization

Communication

Leadership

Education

Diploma of college studies in a relevant field of study

Job description

The incumbent is responsible for the management of the technical and administrative activities of Human Resources.

Function & Duties

• Coordinate the planning of executive appointments, meetings, training sessions, and travels, and ensure all the necessary and timely arrangements;
• Provide administrative support regarding budgeting and financial activities, including managing records and archives (physical and electronic) and liaising with Financial Resources;
• Prepare drafts of communications, memorandums, reports, presentations, minutes of meetings, resolutions, etc.;
• Oversee incoming and outgoing communications for the Department, including e-mails, phone calls, reports, and internal correspondence;
• Act as a gatekeeper for internal and external contacts, including vendors, colleagues, clients, and customers;
• Maintain the Director’s and the Department’s calendar and make the necessary reminders to the team;
• Coordinate onboarding activities for new hires;
• Process expense reports and reconcile receipts with the company credit card statements;
• Conduct research and create reports on various topics based on the needs of the supervisor;
• Maintain a high degree of discretion and confidentiality;
• Intervene in various cross-departmental processes (DG charts, ServiceNow, etc.);
• Participate in identifying opportunities to improve administrative processes and organization;
• Assist in the coordination of departmental projects, policies, initiatives, and events;
• Supervise, mentor, and manage employees under their responsibility;
• Perform any other tasks required by their immediate supervisor.

Qualifications

• Diploma of college studies in a relevant field of study;
• Five (5) years of relevant experience.

The School Board may, at its discretion, waive any or all of the afore-mentioned qualification requirements if it finds a suitable candidate who is a beneficiary of the James Bay and Northern Québec Agreement (JBNQA) and who accepts, as a condition of employment, to follow a training plan determined by the Board.

Other Requirements

• Fluency in two (2) of the three (3) official languages of the school board (Inuktitut, English, French);
• Excellent planning, organizational, and communication skills;
• Willingness to travel;
• Experience in human resources, the public sector, or a large organization is an asset;
• Knowledge of Inuit culture is an asset.

Classification / Salary / Benefits

Class 00-05 as per the working conditions of KI’s managers: from $84,390 to $112,515 annually depending on qualifications and experience. All benefits are prorated based on the percentage of the task.