Job Description

Our client, a leader in the banking industry is seeking a Senior Bilingual Administrative Assistant for a 6-month contract, with the possibility of extension. This is a hybrid position out of their Montreal office. In this role, you will be responsible for performing a variety of administrative and clerical tasks, financial and human resources administration and providing professional support to the manager and direct reports. This is a fully bilingual (French/English) position. The ideal candidate has senior administrative/EA experience and has Microsoft Office as well as Salesforce experience.

Responsibilities:
• Supports the execution of strategic initiatives; includes tracking metrics and milestones
• Builds effective relationships with internal/external stakeholders
• Analyzes data and information to provide insights and recommendations
• Leads the planning, coordinating, and implementing department events
• Provides specialized and professional support to an executive and their senior managers within a large and diverse department or business group
• Coordinates and monitors budgets and reporting on results vs. budget
• Provides coaching and mentoring to more junior administrative assistants to support them in developing capability to carry out current job accountabilities
• Manages and monitors calendars and upcoming events
• Dispatches meeting invitations, books meeting rooms and arranges for resources and other requirements in support of smooth and efficient meeting facilitation
• Supports the coordination and implementation of department events
• Develops and maintains a filing system; ensures business and operational reports, forms, and other documentation, paper or electronic, are readily available
• Supports the development of tailored messaging, which may include writing, editing, and distributing communications (e.g., correspondence, presentations, policies & procedures)
• Dispatches outgoing communications
• Answers central phone line, responding to and resolving/escalating inquiries
• Processes invoices for payment in adherence with documented processes and guidelines and vendor agreements
• Prepares and logs departmental expense claims and reports. Tracks expenses to ensure they stay within budget
• Makes travel arrangements, booking flight/hotel reservations as needed
• Liaises with internal business units and external vendors and participates in the local coordination and implementation of premises and building related matters including incoming / outgoing staff and contractors, relocations, office planning and new furniture requirements while ensuring minimal interruptions to business operations
• Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
• Maintains and tracks overtime, on-call claims, staff vacations and absences in accordance with Bank and/or divisional guidelines to ensure consistency in entitlement and to determine staff availability
• Coordinates training requirements for staff (research, booking, cancellations, confirmations, etc.)
• Collaborates with internal and external stakeholders to deliver on business objectives
• Organizes work information to ensure accuracy and completeness
• Completes complex & diverse tasks within given rules/limits and may include handling escalations from other employees
• Analyzes issues and determines next steps
• Broader work or accountabilities may be assigned as needed

Qualifications:
• Bilingual (fluent in French and English – both written and verbal)
• 3-5 years of experience in an administrative/professional support function
• Salesforce experience
• Proficient in MS Suite (Outlook, Excel, etc.)
• Former banking / FI experience
• Concur experience
• Strong attention to detail
• Ability to work independently and with a team
• Professional demeanor
• Relatable, ability to take on challenges
• Honest and open viewpoint
• Strong organizational skills
• Collaboration and team skills
• Analytical and problem-solving skills
• College / University Degree or Diploma