Adminsitrative Assistant

ELLIS; Montreal (administrative region); Hybrid; CAD 42,000 - 58,000; Full time

Job summary

ELLIS is seeking an organized Administrative Assistant to support multiple administrative fields. You will process requests, compose routine correspondence, and maintain essential records and calendars.

You will coordinate logistics for travels and events, input and track appointments, and act as a resource on procedures. Strong communication and accuracy are required, with attention to detail and adaptability.

Qualifications

• College diploma and (1) year of experience, or High school diploma and (2) years of experience.
• The College Diploma must be in field of studies needed for the position.
• If you completed a program outside of Canada you will be required to obtain proof of a Canadian equivalency.
• Note: Any higher level of education could be recognized as some of the experience.
• Experience providing service to internal or external clients.
• Experience using word processing, email, database and spreadsheet applications.
• Adaptability / Flexibility
• Client Service
• Organizational Skills / Multitasking
• Rigour

Responsibilities

• Process and distribute administrative requests in accordance with established procedures and administrative practices to support one or more administrative fields
• Compose routine administrative correspondence; input/format documents, reports, tables and presentations; generate administrative reports from existing, and readily available information; provide administrative quality review of documents; set up and track/log information and/or data.
• Assist in the coordination of logistics related to travels, visits, meetings, interviews, conferences and/or other events and prepare /assemble related materials, documents, and forms.
• Input, track and schedule appointments, meetings and events into the executive calendar.
• Maintain and update tracking systems including logs, spreadsheets, databases and file documents and information for one or more administrative fields.
• Act as main point of contact for administrative requests and serve as a resource person providing guidance on administrative processes and procedures.
• Recommend improvements in administrative procedures and templates.

Skills

Client service

Organizational skills

Multitasking

Adaptability

Rigour

Communication skills

Education

College diploma in a field related to the position

High school diploma

Tools

Word processing software

Email client

Database software

Spreadsheet software

Job description

• Process and distribute administrative requests in accordance with established procedures and administrative practices to support one or more administrative fields
• Compose routine administrative correspondence; input/format documents, reports, tables and presentations; generate administrative reports from existing, and readily available information; provide administrative quality review of documents; set up and track/log information and/or data.
• Assist in the coordination of logistics related to travels, visits, meetings, interviews, conferences and/or other events and prepare /assemble related materials, documents, and forms.
• Input, track and schedule appointments, meetings and events into the executive calendar.
• Maintain and update tracking systems including logs, spreadsheets, databases and file documents and information for one or more administrative fields.
• Act as main point of contact for administrative requests and serve as a resource person providing guidance on administrative processes and procedures.
• Recommend improvements in administrative procedures and templates.

Education

• College diploma and (1) year of experience*, or
• High school diploma and (2) years of experience *

The College Diploma must be in field of studies needed for the position. It must be obtained from an accredited learning institution recognized in Canada. If you completed a program outside of Canada you will be required to obtain proof of a Canadian equivalency at your expense from an accredited learning institution recognized in Canada.

Note: Any higher level of education (Undergraduate) could be recognized as some of the experience.

Experience

• Experience providing service to internal or external clients / general public.
• Experience using a variety of software, including but not limited to: word processing, email, database and spreadsheet applications
• Adaptability / Flexibility
• Client Service
• Organizational Skills / Multitasking
• Rigour

Assets

An asset qualification is a qualification which can enhance the ability to perform the work based on current and future business requirements, but which is not strictly required. Assets can help determine right fit in certain circumstances.

Candidates may also demonstrate in their application if they meet any of the following asset criteria:

• Experience performing file organization and management (search and retrieval) or managing information life cycle
• Experience in data services such as quality assurance and data integrity
• Experience working in an information management or record keeping environment using electronic document and records management systems
• Ability to Lift, carry, push and/or pull a minimum of 20 kgs (45 lbs) and maintain the physical demands of the position