Secretary and Administrative Assistant - Sainte Anne De Bellevue

Randstad Canada; Sainte-Anne-de-Bellevue; On-site; CAD 38,000 - 52,000; Full time

Benefits offered by this job

Dental benefits

Medical benefits

Vision benefits

RRSP - employer paid

2 weeks vacation

Permanent position

Job summary

Randstad Canada is seeking an energetic secretary to provide comprehensive administrative support in a permanent role. The position offers a stable schedule, benefits, and growth opportunities in a collaborative environment.

The ideal candidate will have 2+ years in admin/secretarial roles, bilingual FR/EN, and the ability to manage multiple tasks with accuracy while adhering to timelines.

Qualifications

• 2+ years of relevant admin or secretarial experience.
• College education in office automation or equivalent.
• Bilingual French and English, strong interpersonal skills.
• Ability to work independently with minimal supervision.

Responsibilities

• Provide secretarial and administrative support to managers and departments.
• Prepare, review and update daily, weekly and monthly reports.
• Process date entry, travel requests, invoices and approvals.
• Schedule meetings, book rooms and coordinate traveler arrangements.
• Assist onboarding of new employees and coordinate vendor invoices.

Skills

Admin support

Bilingual (FR/EN)

Time management

Team player

Customer service

Education

College in office automation or equivalent

Tools

Word

Excel

PowerPoint

ERP

Visio

Acrobat

Job description

We are looking for an energetic and enthusiastic candidate to take on the role of a secretary on a permanent basis. This position offers an excellent opportunity for an individual to grow and add value to a supportive company. If you have a passion for administration, then this is the place for you.

Advantages

• Monday-Friday
• 8AM-4:30PM
• Permanent position
• Benefits: Dental, Medical, Vision
• RRSP - paid by employer
• 2 weeks vacation
• competitive salary

Responsibilities

The Secretary will provide secretarial services and administrative support to managers, department members and those located nearby. Knowledge of day-to-day work office and comprehension of the organization, its programs and procedures. Work independently, with minimum supervision and detailed instructions.

Tasks

• Prepare, review and update the various reports (daily, weekly and monthly) related to the department.
• Perform date entry in various internal systems.
• Perform purchase requisitions, prepare proposals, shipping orders.
• Process travel requests and obtain required approvals.
• Perform budget monitoring.
• Read and review correspondence. Prepare, read, fix page layout and translate various documents related to the department or programs.
• Participate, where required, to the team meetings, perform required follow-ups. Record and prepare meeting minutes.
• Prepare the presentations for the meetings, reports and other related documents from instructions sent by his manager.
• Coordinate the internal distribution of the information received by email or mail.
• Answer requests received by phone and email. Forward phone calls and messages to concerned people.
• Schedule and confirm appointments, interviews, meetings and teleconference appointments and book the rooms.
• Obtain approvals for invoices and be able to answer questions regarding expenses. Perform budget monitoring.
• Perform expense reports and distribute cheques.
• Prepare the visitors' visits and required documentation, if necessary. Welcome visitors and lead them to the concerned person.
• Order office supplies and keep inventory according to allocated budget. Coordinate the purchase, if applicable, of material for new employees.
• Plan, manage and update electronic and paper documentation filing. Update files according to the needs of the department including archive folders.
• Prepare and send catering service orders.
• Replace at main reception.
• Prepare, support and perform, as needed, onboarding of new employees, including, but not limited to: IT request forms, equipment delivery and onboarding sessions.
• To manage, maintain and coordinate the contractors and consultant invoice payment, including but not limited to: hours verification, approval process.
• Perform other related duties specific to each function and according to the assigned department

Qualifications

• Two (2) years or more of relevant experience in administrative support or secretarial studies
• College education in office automation or the equivalent.
• Customer service oriented individual.
• Team spirit.
• Proactive, dynamic, resourceful and autonomous individual.
• Able to manage time and timelines.
• Able to work without direct supervision.
• Superior advanced level knowledge of the following software: Word, Excel, PowerPoint, ERP, Visio, Acrobat, etc.
• Working knowledge of office skills.
• Excellent interpersonal and communication skills, including the ability to deal with all levels of the organization and with external customers.
• Possess good judgement
• Must be flexible and open to change
• Bilingual oral and written French and English.
• English-speaking internal and external [clients/partners/employees] located outside Quebec on a [daily/regular] basis.

Randstad Canada is committed to fostering a workforce reflective of all peoples of Canada. As a result, we are committed to developing and implementing strategies to increase the equity, diversity and inclusion within the workplace by examining our internal policies, practices, and systems throughout the entire lifecycle of our workforce, including its recruitment, retention and advancement for all employees. In addition to our deep commitment to respecting human rights, we are dedicated to positive actions to affect change to ensure everyone has full participation in the workforce free from any barriers, systemic or otherwise, especially equity-seeking groups who are usually underrepresented in Canada's workforce, including those who identify as women or non-binary/gender non-conforming; Indigenous or Aboriginal Peoples; persons with disabilities (visible or invisible) and; members of visible minorities, racialized groups and the LGBTQ2+ community.

Randstad Canada is committed to creating and maintaining an inclusive and accessible workplace for all its candidates and employees by supporting their accessibility and accommodation needs throughout the employment lifecycle. We ask that all job applications please identify any accommodation requirements by sending an email to [e-mail] to ensure their ability to fully participate in the interview process.