Job title: Senior Bilingual Administrative Assistant
Job type: Temporary
Emp type: Full-time
Industry: Banking
Expertise: Banking
Location: Montreal, QC
Job published: 2023-05-16
Job ID: 60732

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.


• 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

• 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

Apply with indeed Apply with linkedin
File types (doc, docx, pdf, rtf, png, jpeg, jpg, bmp, jng, ppt, pptx, csv, gif) size up to 5MB
File types (doc, docx, pdf, rtf, png, jpeg, jpg, bmp, jng, ppt, pptx, csv, gif) size up to 5MB