Bilingual Administrative Assistant

IPH Limited; Montreal (administrative region); On-site; CAD 60,000 - 78,000; Full time

Job summary

IPH Limited is seeking a bilingual Administrative Assistant to join our HR team in Ottawa or Montréal. The role provides administrative support across the full employee lifecycle, ensuring accurate HR data and efficient handling of inquiries and documentation.

The successful candidate will have a diploma or degree in administration and at least five years of administrative experience in a corporate environment, with strong English and French communication and proficiency in MS Office and HR

Qualifications

• Diploma or bachelor's degree in administration, or equivalent.
• 5+ years of administrative experience in a corporate or professional services setting.
• Fluent in English and French with strong communication skills.

Responsibilities

• Provide administrative support across the employee lifecycle, including onboarding and offboarding.
• Maintain accurate employee data in the HRIS and manage survey data in CultureAmp.
• Manage the HR inbox, respond to inquiries and escalation matters as needed.
• Support recruitment, including campus recruitment, by conducting prescreen calls and scheduling interviews.
• Coordinate documents, approvals and follow-ups for performance reviews, remuneration reviews, benefits and leave programs.
• Prepare memos and HR metrics and reports, including compliance reporting, and draft the monthly HR newsletter.
• Perform other duties as assigned.

Skills

Bilingual English/French

Communication skills

Administrative support

Education

Bachelor's or Diploma in Administration

Tools

Microsoft Office Suite

SAP SuccessFactors

Ceridian Dayforce

Job description

The Role

We are seeking a bilingual Administrative Assistant to join our HR team at IPH Canadian Services in Ottawa or Montréal.

The Administrative Assistant will provide administrative and operational support to the HR team across the full employee lifecycle within the Canadian member firms.

This role is well suited to an experienced administrative professional who is highly organized, works well under pressure and can manage multiple priorities in a fast-paced environment.

Responsibilities

• Provide administrative support across the employee lifecycle, including onboarding and offboarding, employment changes, probation, contract ends and leaves
• Maintain accurate employee data in the HRIS and manage survey data in CultureAmp
• Manage the HR inbox, respond to inquiries and escalation matters as needed
• Support recruitment, including campus recruitment, by conducting prescreen calls and scheduling interviews
• Coordinate documents, approvals and follow-ups for performance reviews, remuneration reviews, benefits and leave programs
• Prepare memos and HR metrics and reports, including compliance reporting, and draft the monthly HR newsletter
• Perform other duties as assigned

Knowledge and Exprience

• Diploma or bachelor's degree in administration, or an equivalent combination of education and experience
• 5+ years of administrative experience, ideally in a corporate or professional services setting
• Advanced proficiency in the Microsoft Office Suite
• Experience with SAP SuccessFactors, Ceridian Dayforce or similar systems is an asset
• Strong oral and written communication skills in English and French (as the firms serves a predominantly international clientele whose language of communication is English, fluency in English is a requirement)
• Proven ability to manage multiple priorities in a fast-paced environment
• Strong organizational and administrative skills, with close attention to detail
• Ability to handle confidential information with discretion and professionalism
• Ability to work independently, manage competing priorities and meet deadlines

About Us

IPH Limited is the holding company for intellectual property (“IP”) and associated companies offering a wide range of IP services and products. IPH companies employ a highly skilled multidisciplinary team of approximately 1600 people in Australia, New Zealand, Canada, Singapore, Malaysia, China, Indonesia, Thailand, Philippines and Hong Kong. IPH companies service a diverse client base of Fortune Global 500 companies, multinationals, public sector research organisations, SMEs and professional services firms worldwide.

We are passionate about what we do and what we can achieve. The IPH Group is committed to promoting and maintaining a workplace culture of shared respect across companies to enable us all to feel valued and be the best we can be.

We welcome applications from all qualified individuals. Accommodations are available on request for candidates taking part in all aspects of the selection process.

We thank all applicants in advance for their interest; however, only those candidates selected for an interview will be contacted.