Administrative & Executive Support Coordinator

Sirios; Saint-Bruno-de-Montarville; On-site; CAD 40,000 - 55,000; Full time

Job summary

Sirios is seeking an organized administrative professional to provide day-to-day support at the office in Saint-Bruno-de-Montarville. You will greet visitors, manage calls and emails, and coordinate routine tasks to ensure smooth operations.

Responsibilities include drafting and filing documents, handling invoices, coordinating meetings and travel, and maintaining accurate records across departments. Fluency in French is essential; English is a plus for certain duties.

Qualifications

• Training in administration or office technology, or equivalent relevant experience.
• Experience in an administrative or reception role.
• Proficiency in Microsoft Office, particularly Word, Excel, and Outlook.
• Excellent spoken and written French; functional English is an asset, depending on the needs of the position.

Responsibilities

• Greet visitors, answer phone calls and general emails, and direct inquiries to the appropriate people.
• Carry out various administrative tasks, including filing supporting documents and tracking invoices.
• Provide general administrative support: drafting, proofreading, formatting, filing, and archiving documents.
• Coordinate logistics for meetings, travel, events, and internal activities, including the necessary bookings, confirmations, and follow-ups.
• Manage office supplies, orders, and day-to-day inventory.
• Keep administrative, supplier, client, and employee records up to date as needed.
• Work with management, the accounting team, and external suppliers to ensure effective follow-up on operations.
• Help improve administrative processes and maintain an organized work environment.

Skills

Organizational skills

Multitasking

Communication

Discretion

Education

Administration or office technology training

Tools

Microsoft Office (Word, Excel, Outlook)

Job description

The successful candidate will provide day-to-day administrative support to the organization and help ensure the smooth running of the office. They will serve as the point of contact for reception, administrative coordination for operations and management, and logistical support for internal and external activities.

Key Responsibilities

• Greet visitors, answer phone calls and general emails, and direct inquiries to the appropriate people.
• Carry out various administrative tasks, including filing supporting documents and tracking invoices.
• Provide general administrative support: drafting, proofreading, formatting, filing, and archiving documents.
• Coordinate logistics for meetings, travel, events, and internal activities, including the necessary bookings, confirmations, and follow-ups.
• Manage office supplies, orders, and day-to-day inventory.
• Keep administrative, supplier, client, and employee records up to date as needed.
• Work with management, the accounting team, and external suppliers to ensure effective follow-up on operations.
• Help improve administrative processes and maintain an organized work environment.

Qualifications and Experience Sought

• Training in administration or office technology, or equivalent relevant experience.
• Experience in an administrative or reception role.
• Proficiency in Microsoft Office, particularly Word, Excel, and Outlook.
• Excellent spoken and written French; functional English is an asset, depending on the needs of the position.

Key Skills

• Strong organizational skills and the ability to manage multiple priorities at once.
• Thoroughness, discretion, and attention to detail, particularly when handling financial information.
• Excellent customer service and a professional manner at reception.
• Independence, resourcefulness, and initiative.
• Good communication skills and a team-oriented attitude.
• Reliability and respect for confidentiality.

Working Conditions

• Full-time position.
• Office hours, with potential flexibility in accordance with internal policies.
• Professional, collaborative work environment focused on administrative efficiency.