Administrative assistant, medical

DR. HUGUES VERREAULT; Montreal; Hybrid; CAD 90,000 - 120,000; Full time

Benefits offered by this job

Competitive salary

Modern, technological environment

Group insurance plan

Bonus

4 weeks of vacation

Flexible remote work

Job stability and work-life balance

Job summary

Randstad Canada is seeking an Administration Manager to lead a multi-site administrative team in downtown Montreal, optimize processes, and oversee travel, budgets, and facilities. The role provides high-level support to senior management with significant autonomy.

The ideal candidate will have a DEC or higher in business administration and at least 7 years of relevant experience, including 2 years in team supervision, and strong English/French communication skills.

Qualifications

• College diploma (DEC) or university degree in business administration, management, or equivalent.
• 7+ years of administrative experience with 2+ years supervising a team; office management and travel experience are assets.

Responsibilities

• Supervise the administrative team across Montreal and another city; align priorities and ensure service delivery.
• Manage absences, replacements, leave requests, and operational continuity.
• Set objectives, conduct performance evaluations, and support team development.
• Provide executive/administrative support including travel management and expense reports.
• Oversee corporate travel program, vendor relations, rate negotiations, and process improvements.
• Oversee office management, leases, vendors, budgets, and renovations.

Skills

Leadership

Organizational skills

Autonomy

Budget management

Vendor management

Travel management

Negotiation

Microsoft 365

Education

College diploma (DEC) or university degree in business administration/management

Tools

SAP Concur

Microsoft 365 (Excel, Word, Teams, Outlook, SharePoint, PowerPoint)

Job description

Are you looking to take your career to the next level by leading administrative operations for a global investment manager?

We are seeking an exceptional Administration Manager to play a pivotal role in a dynamic, collaborative, and excellence-driven environment.

Based in modern offices in downtown Montreal, this role will see you orchestrating the supervision of a multi-site team, optimizing key processes, and overseeing property management and corporate travel, all while providing high-level strategic support to senior management.

To thrive in this position, you must demonstrate inspiring leadership, exceptional organizational rigor, and a high degree of autonomy. If you fit this expert profile and want to make a tangible impact every day, we would love to hear from you!

Advantages

• Competitive salary
• Modern, technological, and stimulating environment
• Group insurance plan
• Bonus
• 4 weeks of vacation
• Flexible remote work
• Job stability and work-life balance

Responsibilities

MAIN RESPONSIBILITIES

Team Supervision

• Supervise the administrative team split between Montreal and another city, coordinate priorities, and ensure consistent service delivery
• Manage absences, replacements, leave requests, and operational continuity
• Set objectives, conduct performance evaluations, and support the development of team members

Executive & Administrative Support

• Provide administrative support to select members of senior management, including travel management, expense reports, and ad hoc requests
• Manage, on a rotation basis, the signature inbox and follow up on requests
• Manage the corporate travel program, including vendor relations, rate negotiations, employee support, and the optimization of practices and processes
• Participate in various administrative projects and carry out any other related responsibilities

Facilities Management

• Oversee office management, including leases, vendors, maintenance, layout projects, and renovations
• Prepare and monitor office-related budgets
• Maintain effective relationships with landlords, vendors, and partners, negotiate renewals, and monitor contractual commitments

Qualifications

PROFESSIONAL REQUIREMENTS

• Hold a college diploma (DEC) or university degree in business administration, management, office automation, or an equivalent combination of education and experience
• Have at least 7 years of relevant administrative experience, including 2 years supervising a team and supporting executive management; Experience in office management, vendor management, budgets, and corporate travel (an asset)

KNOWLEDGE AND SKILLS

• Engaging leadership, sound judgment, tact, and the ability to guide a multi-site team
• Strong organizational skills, rigor, autonomy, and excellent priority management
• Service-oriented, proactive approach, and the ability to resolve complex situations
• Discretion, professionalism, and comfort in handling confidential information
• Negotiation skills, vendor management, budget tracking, and continuous improvement mindset
• Excellent customer service skills and a collaborative approach; Proficiency in Microsoft 365 applications (Excel, Word, Teams, Outlook, SharePoint, PowerPoint)
• Knowledge of SAP Concur is a major asset
• Comfortable in a growing business environment
• Bilingualism in spoken and written French and English

Our Client operates across Canada, and globally/internationally in the United States and other countries. This company takes all reasonable means to limit the number of positions in Quebec that require knowledge of a language other than French, and only requires this where it is necessary and its existing bilingual employees are unable to fulfil these job duties. Based on an assessment conducted by our client, it has been determined that this position requires candidates to be fluent in English (oral and written). In particular, this position will require the employee to:

• communicate with English-speaking clients/partners/employees located outside Quebec on a regular basis
• work on client projects, products or deliverables that are required to be delivered to clients in English

Randstad Canada is committed to fostering a workforce reflective of all peoples of Canada. As a result, we are committed to developing and implementing strategies to increase the equity, diversity and inclusion within the workplace by examining our internal policies, practices, and systems throughout the entire lifecycle of our workforce, including its recruitment, retention and advancement for all employees. In addition to our deep commitment to respecting human rights, we are dedicated to positive actions to affect change to ensure everyone has full participation in the workforce free from any barriers, systemic or otherwise, especially equity-seeking groups who are usually underrepresented in Canada's workforce, including those who identify as women or non-binary/gender non-conforming; Indigenous or Aboriginal Peoples; persons with disabilities (visible or invisible) and members of visible minorities, racialized groups and the LGBTQ2+ community.

Randstad Canada is committed to creating and maintaining an inclusive and accessible workplace for all its candidates and employees by supporting their accessibility and accommodation needs throughout the employment lifecycle.