Office Administrator - Bilingual (French)

Our client, an industry-run organization dedicated to impartial quality and yield assessments in the livestock sector—managed by a standing committee and overseen by a board of industry representatives—is seeking a bilingual (French & English) Office Administrator. In this pivotal role, you will deliver comprehensive administrative, statistical, and operational support to the Executive Director and team, including managing office operations, compiling data for grading reports, coordinating meetings, handling HR tasks, and providing occasional bookkeeping. You will ensure precise communication in both official languages, uphold confidentiality, and foster collaboration with key stakeholders such as IT, legal, producers, and the Board of Directors, while maintaining in-depth knowledge of the organization's scope, contracts, and Canadian grading requirements.

Key Responsibilities

Administrative Tasks:

• Manage Executive Director’s calendar, prepare/distribute meeting materials, record/transcribe minutes, draft/edit documents, coordinate travel, and process expense reports.
• Format and type correspondence, agendas, and reports in both French and English; perform data entry.
• Update office procedures, manuals, mailing lists, and emergency contacts.
• Organize meetings, travel, and events; book rooms, AV, flights, and hotels.
• Support management with admin tasks for legal, IT, website, and LGRSC.
• Handle contracts, filing (paper/electronic), office supplies, mail/couriers, janitorial, and building liaison.
• Order, distribute, and inventory grading equipment.
• Manage daily operations with tact, confidentiality, and teamwork.

Human Resources Tasks:

• Handle onboarding/offboarding, payroll backup, security clearances, job postings, benefits administration, and office social activities.
• Support occupational health and safety.

Statistical Information Tasks:

• Collect, verify, and maintain data from internal/external sources; operate databases for consistent reporting.
• Produce weekly/monthly/annual reports, summaries, and tables in both French and English as required.
• Adapt data methodologies, resolve discrepancies, establish schedules, and network with industry contacts.
• Track grader audits, plant activities, and maintain archives/backups.
• Authorize data distribution with Executive Director approval.

Board of Directors Support:

• Maintain directors’ records; assist with annual/quarterly meetings (agendas, binders, event planning, minutes).
• Distribute/confirm minutes; attend meetings as needed; coordinate board travel.

Backup Bookkeeping Tasks:

• Issue invoices, record payments, pay vendors, prepare deposits.

Qualifications

• Fully bilingual in French and English (oral and written) with excellent translation and interpretation skills.
• Superior organizational, event planning, and office management skills.
• Proficiency in meeting minutes, records maintenance, contracts, HR tasks, and occupational health and safety.
• Strong MS Office skills; detail-oriented with the ability to prioritize, communicate effectively, and work independently or collaboratively.
• High ethics, confidentiality, sound judgment, initiative, and adaptability in a fast-paced environment.
• Bachelor’s degree or diploma in business/management, or equivalent experience.
• Prior administrative experience in a not-for-profit organization is preferred.
• Valid driver’s license and reliable insured vehicle required.