Administrative Assistant

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Position Overview

The Administrative Assistant provides secretarial and administrative support for major projects.

REPORTING RELATIONSHIPS

The Executive Assistant reports to the General Manager, Project. No positions report to the Executive Assistant.

Responsibilties And Accountabilities

• Manages the agenda of his/her superior, prepares documents before meetings and makes travel arrangements.
• Participates in project follow-up, organizes meetings and ensures documentation follow-up;
• Produces monthly reports;
• Writes letters, memos or other documents and performs data entry;
• Schedules and prepares meetings;
• Prepares expense accounts;
• Performs any other tasks of a similar nature or general nature requested by his/her superior or organizes internal and external meetings and coordinates invitations (agenda management) for the General Manager, Project or the Vice President, Engineering;
• Manages administrative files according to priorities and ensures independent follow-up;
• Provides administrative support to team members;
• Establishes and maintains a filing system;
• Answers phone calls, screens calls or takes messages;
• Opens and sorts mail and follows up on correspondence from supervisor;
• Responds appropriately and independently to inquiries.
  
  

Qualifications

ACADEMIC

• Holder of a Diploma of Vocational Studies (DEP) in secretarial work.
  
  

Experience

• Minimum 3 to 5 year’s experience as an executive assistant, or other similar roles.
  
  

Skills And Abilitieskills And Abilities

• Excellent knowledge of Microsoft Office and Outlook, and comfortable with the use of various computer systems or applications;
• Excellent communication skills, both oral and written;
• Organizational skills, judgment, flexibility, diplomacy, discretion, adaptability and resourcefulness;
• Autonomy, sense of initiative, sense of responsibility;
• Pragmatic and efficient.
  
  

LANGUAGES

• Bilingual in English and French – both written and spoken