Administrative Assistant, Project

SYSTRA; Montreal (administrative region); On-site; CAD 55,000 - 75,000; Full time

Job summary

A leading engineering and consulting firm in Montreal is seeking an experienced administrative professional to support the ALTO project. Responsibilities include coordinating project schedules, managing communications, and overseeing logistics. Candidates should have 5 to 10 years of experience in a similar role, a professional diploma, and strong bilingual skills in French and English. Join a diverse, inclusive workplace focused on high-quality work and teamwork.

Benefits

Diversity and inclusion initiatives

Equal access employment program

Qualifications

• 5 to 10 years of experience in a similar administrative role.
• Advanced command of Microsoft Word and good knowledge of Excel.

Responsibilities

• Support ALTO project management and project team.
• Coordinate meetings, events, and logistics bookings.
• Manage internal and external communications.

Skills

Microsoft Word (advanced functions)

PowerPoint

Excel

Visio

Bilingual verbal and written communication

Organizational skills

Discretion and confidentiality

Ability to work under pressure

Team spirit

Education

Professional diploma in office automation or relevant field

Job description

SYSTRA Canada is part of the SYSTRA group, an international consulting and engineering group, a world leader in the design of transport infrastructures. SYSTRA Canada is an engineering and consulting firm whose primary focus is to offer transportation solutions, whether for passengers or goods: feasibility studies of building a new railway line, increasing the capacity of the existing infrastructure, privatization of a railway.

Context

The ALTO project is a major infrastructure initiative in Canadian history, aimed at developing over 1,000 km of new passenger rail service between major urban centers, including Toronto, Ottawa, Montreal and Quebec City.

Missions/Main Duties

• Support the ALTO project management and project team.
• Coordinate the organization of meetings, events, and travel/logistics bookings (flights, accommodations, transportation, etc.).
• Manage internal and external communications, ensuring compliance with project requirements and corporate expectations.
• Oversee the onboarding and integration of new team members (logistics, access cards, onboarding presentations).
• Update the list of engineering permit holders and collaborate with the project team lead to meet client requirements.
• Supervise office supply and health & safety equipment (PPE) orders, as well as other administrative aspects of the project.

Profile/Skills

Education: Professional diploma in office automation or other diploma relevant to the role.

Years of experience: 5 to 10 years of experience in a similar role.

Technical skills:

• Advanced command of Microsoft Word (including advanced functions)
• Excellent command of PowerPoint
• Good knowledge of Excel
• Good knowledge of Visio
• Strong verbal and written communication skills in both French and English.*

*Reasons for requiring bilingualism: You will have the opportunity to work with a varied clientele, including both French- and English-speaking companies. Bilingualism is therefore fundamental to building strong relationships with our customers, understanding their specific needs, communicating effectively in their preferred language and facilitating strategic meetings.

• Demonstrates discretion and maintains confidentiality
• Strong organizational skills and ability to meet deadlines
• Commitment to high-quality work; ability to work well under pressure
• Team spirit, positive attitude, and initiative

SYSTRA Canada is committed to having a diverse and inclusive workforce.

« SYSTRA Canada has an equal access employment program and encourages women, Indigenous peoples, visible minorities, and people with disabilities to apply. »

Note: In this description, the masculine gender is used for easy reading purposes and includes the feminine.