Administrative Assistant

The Client Team supports the day-to-day operations of the office, providing assistance to key stakeholders across all divisions. This role involves managing new hire onboarding, event logistics, calendar management, space coordination, reporting, and SharePoint updates. The ideal candidate will possess strong organizational skills, attention to detail, and the ability to work effectively in a fast-paced, bilingual environment while maintaining discretion and professionalism.

Key Responsibilities

• Support senior management, divisional leaders, and committees with administrative and logistical tasks.
• Manage new hire onboarding, including workspace setup, IT equipment, locker assignment, account activation, ID and login requests.
• Coordinate and host weekly new hire orientation sessions; manage orientation program planning.
• Maintain various reports, presentations, SharePoint, intranet, and Jive pages.
• Coordinate office space assignments and moves, including large-scale project relocations.
• Organize and support events, including communications and logistics.
• Provide calendar management, book travel arrangements, and prepare expense reports in compliance with policies.
• Attend meetings, take minutes, and provide regular updates to senior managers on priorities and ongoing projects.
• Prepare bilingual (English/French) communications and perform minor translations.
• Collaborate with team members to ensure coverage and support for other operational functions.
• Identify areas for improvement in operational processes and propose solutions.

Required Qualifications

• Minimum 3 years of experience in a relevant administrative or operational role.
• Excellent organizational skills with meticulous attention to detail.
• Ability to work in a fast-paced environment and manage multiple priorities.
• Strong initiative, judgment, decision-making, and discretion.
• Flexible, adaptable, and proactive problem solver.
• Strong Microsoft Office Suite skills with the ability to quickly learn new systems and software.
• Experience with SharePoint and other collaboration tools.
• Excellent written and verbal communication skills in both English and French.
• Strong team player with the ability to work independently.
• High level of trustworthiness and confidentiality.

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