Administrative Specialist - Office Support

Kitco Metals Inc; Montreal; On-site; CAD 50,000 - 70,000; Full time

Job summary

A leading metals company in Montreal is seeking an Administrative Specialist for a two-year maternity leave contract. This role entails providing comprehensive support to the President, managing vendor contracts, and overseeing office operations. Candidates need a minimum of 5 years of experience in administrative roles, strong organizational skills, and proficiency in Microsoft Office applications. This position offers a dynamic work environment with a strong focus on customer service and interaction with international professionals.

Qualifications

• Minimum 5 years’ experience as an administrative assistant or office support.
• Proficiency in English with experience handling legal documents.

Responsibilities

• Provide administrative support to the President.
• Manage vendor contracts for office operations.
• Maintain office aesthetics and operations.
• Coordinate with real estate and legal professionals.
• Organize corporate events and meetings.

Skills

Superior communication skills

Adaptability to new technology

Organizational skills

Customer service orientation

Tools

Microsoft Word

Microsoft PowerPoint

Microsoft Outlook

Microsoft Teams

Microsoft Excel

ChatGPT

Job description

This position is a two-year contract as a maternity leave replacement.

PURPOSE

The Administrative Specialist – Office Support role is a dynamic and critical position, designed for a proactive and detail-oriented professional who thrives in a multifunctional role. In this capacity, you will ensure seamless office operations and provide top-level administrative support to our President, playing a key role in driving organizational success.

KEY RESPONSIBILITIES AND ACCOUNTABILITIES

• Provide comprehensive administrative support to the President, enhancing their capacity to lead effectively.
• Manage vendor contracts to ensure the office is well-equipped and operations run smoothly at the best cost.
• Oversee the maintenance and aesthetic of the office, creating an inviting and productive workspace.
• Coordinate with real estate professionals and legal advisors to manage property dealings efficiently.
• Research and negotiate with vendors to undertake maintenance and renovation projects that add value.
• Utilize and manage data in Excel to streamline processes and enhance office efficiency.
• Collaborate with security staff and services to maintain a secure and safe working environment.
• Prepare correspondence and presentations that resonate with both internal and external audiences.
• Maintain records and manage information flow to support executive decision-making.
• Plan and execute meetings and events, ensuring every detail is perfectly aligned.
• Take the helm on special projects, from strategic planning to budgeting, impacting company-wide initiatives.
• Organize corporate events from logistical planning to execution.
• Keep the office stocked and functional by managing supplies and equipment.
• Offer direct assistance, when needed, to the counter operations team, helping deliver outstanding service to customers on site.

REQUIRED SKILLS AND COMPETENCIES

• Superior communication skills, both written and oral.
• Agile and able to adapt quickly, especially to new technology.
• Proven organizational prowess, with a knack for prioritizing effectively.
• High ethical standards and discretion with sensitive information.
• Strong orientation towards customer and client service excellence.

TECHNICAL / PROFESSIONAL COMPETENCIES

• Minimum 5 years’ experience as an administrative assistant and / or office support.
• Intermediate abilities on Microsoft Office applications like Word, Power Point, Outlook, and Teams.
• Proficiency in Excel and ability to adapt quickly to tools like ChatGPT.

The candidate must interact with international professionals, such as lawyers and financial institutions, as well as with employees outside Quebec and the United States. They have reviewed international legal documents (e.g., patents), annotated, edited, and reported problems in documents, requiring an excellent understanding of the English language.

Data Protection Policy: https://corp.kitco.com/data-protection.html