Administrative Assistant

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

Job summary

The KI School Board is seeking a senior administrator to oversee HR management, budgeting support, and cross-department coordination. You will supervise staff, manage calendars, onboarding, and communications, while ensuring confidentiality and efficiency across the department.

The role requires a college diploma and at least five years of relevant experience, with willingness to travel. Knowledge of Inuit culture is an asset.

Qualifications

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

Responsibilities

• Coordinate planning of executive appointments, meetings, training sessions, and travels.
• Provide administrative support regarding budgeting and financial activities, including records and archives.
• Prepare drafts of communications, memorandums, reports, presentations, minutes of meetings, resolutions, etc.
• Oversee incoming and outgoing communications for the Department.
• 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 reminders.
• Coordinate onboarding activities for new hires.
• Process expense reports and reconcile receipts with company credit card statements.
• Conduct research and create reports for supervisor needs.
• Maintain discretion and confidentiality.
• Intervene in cross-departmental processes (DG charts, ServiceNow, etc.).
• Assist in coordinating departmental projects, policies, initiatives, and events.
• Supervise, mentor, and manage employees under their responsibility.
• Perform any other tasks required by their immediate supervisor.

Skills

Leadership

Planning

Communication

Travel coordination

Education

College diploma

Job description

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

FUNCTION & DUTIES:

Under the supervision of the Director of Human Resources and Payroll, the incumbent must, in particular:

• 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.