Bilingual Administrative Assistant

MSM Global Education; United States; Remote; USD 36,000 - 48,000; Full time

Job summary

MSM Global Education is seeking a highly organized bilingual Administrative Assistant to provide day-to-day administrative and coordination support remotely from outside Canada. The role requires fluency in French and English and involves handling documents, coordinating meetings, and supporting students and faculty.

You will manage schedules, communicate across time zones, maintain records, and assist with onboarding and reporting.

Qualifications

• Diploma/certificate/college degree or Bachelor's degree in a related field.
• Fluency in both French and English is mandatory.
• Excellent written and verbal communication in both languages.
• Strong organizational and time-management skills.
• Proficiency with Microsoft Office and Google Workspace.
• Ability to manage multiple priorities and deadlines.
• Comfortable working independently with minimal supervision.
• Experience working with international teams and different time zones.

Responsibilities

• Provide day-to-day administrative support to management and the team.
• Prepare, organize and maintain administrative documents and records.
• Manage digital files, folders, forms and databases.
• Prepare letters, notices, reports, spreadsheets and other administrative documents.
• Maintain accurate and up-to-date records.
• Assist with data entry and information management.
• Track deadlines, follow-ups and outstanding administrative tasks.
• Maintain confidentiality of student, employee and institutional information.
• Assist with student inquiries and onboarding processes.
• Coordinate instructor schedules and meetings.
• Manage student and faculty documents and communications.

Skills

Fluent French and English

Strong organizational skills

Time-management

Excellent written and verbal comms

Microsoft Office / Google Workspace

Remote work capability

Attention to detail

Education

Bachelor's degree or higher in Business Administration/Office Admin/Related field

Tools

CRM / HRIS

Student management systems

HR information systems

Job description

About the job

We are looking for a highly organized, reliable and bilingual Administrative Assistant who can provide day-to-day administrative and coordination support to the team while working remotely from outside Canada.

Position Summary

The successful candidate will be comfortable communicating professionally in both French and English, managing documents and records, coordinating meetings and schedules, responding to inquiries, supporting students and faculty, and ensuring that administrative activities are completed accurately and on time.

Key Responsibilities

Administrative Support

• Provide day-to-day administrative support to management and the team.
• Prepare, organize and maintain administrative documents and records.
• Manage digital files, folders, forms and databases.
• Prepare letters, notices, reports, spreadsheets and other administrative documents.
• Maintain accurate and up-to-date records.
• Assist with data entry and information management.
• Track deadlines, follow-ups and outstanding administrative tasks.
• Maintain confidentiality of student, employee and institutional information.

Student Administration

• Assist with student inquiries received by email, phone or other communication channels.
• Provide basic administrative information regarding programs, schedules, documentation and procedures.
• Support student registration and onboarding processes.
• Maintain student records and documentation.
• Follow up with students regarding missing documents or administrative requirements.
• Coordinate student appointments and meetings when required.
• Escalate academic, financial or technical issues to the appropriate department.

Faculty & Instructor Coordination

• Assist with onboarding and administrative coordination for instructors and faculty.
• Collect and organize instructor documents, resumes, certifications and other required information.
• Maintain faculty records.
• Coordinate instructor schedules and meetings.
• Follow up on attendance, timesheets, course documentation and administrative submissions.
• Assist with preparation and distribution of teaching materials and administrative communications.

Scheduling & Coordination

• Schedule meetings, interviews, orientations and appointments.
• Maintain calendars and coordinate availability across different time zones.
• Send meeting invitations and reminders.
• Prepare meeting agendas and supporting documents when required.
• Record and distribute meeting notes or action items when assigned.
• Follow up on outstanding action items.

Communication

• Respond professionally to emails and administrative inquiries in French and English.
• Draft and proofread correspondence in both languages.
• Translate routine administrative communications between French and English when required.
• Communicate with students, instructors, candidates, vendors and internal team members.
• Ensure communications are clear, professional and culturally appropriate.

Reporting & Documentation

• Prepare routine administrative reports and spreadsheets.
• Track enrollment, student, faculty or operational information as assigned.
• Maintain Excel/Google Sheets trackers.
• Compile information for management reports.
• Check documents for completeness and accuracy.
• Assist with presentations and other management materials.

Required Qualifications

• Diploma, certificate, college degree or Bachelor's degree in Business Administration, Office Administration, Management, Human Resources, Education Administration or a related field.
• 24 years of administrative, office coordination, education administration, HR or customer-service experience.
• Fluent French and English – mandatory.
• Excellent written and verbal communication skills in both languages.
• Strong organizational and time-management skills.
• High attention to detail.
• Strong Microsoft Office / Google Workspace skills.
• Ability to manage multiple priorities and deadlines.
• Ability to work independently with minimal supervision.
• Comfortable working with international teams and different time zones.

Preferred Qualifications

• Previous experience supporting a college, university, training institution or education company.
• Experience working with students or faculty.
• Experience working remotely for a Canadian or international organization.
• Knowledge of administrative or education processes.
• Experience with CRM, student management or HR information systems.
• Experience preparing reports and dashboards.

The ideal candidate is:

• Bilingual in French and English
• Highly organized and detail-oriented
• Professional and customer-service oriented
• Comfortable communicating with students and professionals
• Strong in written French and English
• Proactive and able to anticipate administrative needs
• Comfortable handling confidential information
• Technologically proficient
• Reliable and responsive
• Comfortable working remotely
• Able to work according to Pacific business hours
• Comfortable supporting a fast-paced education and technology environment

Requirements added by the job poster

• Bachelor's Degree