Job Description

This position is a two-year contract as a maternity leave replacement.

PURPOSE:

The Administrative Specialist - Office Support role is a dynamic and critical position, designed for a proactive and detail-oriented professional who thrives in a multifunctional role. In this capacity, you will ensure seamless office operations and provide top-level administrative support to our President, playing a key role in driving organizational success.

KEY RESPONSIBILITIES AND ACCOUNTABILITIES:

The responsibilities of this position include, but are not limited to the following:Provide comprehensive administrative support to the President, enhancing their capacity to lead effectively. Manage vendor contracts to ensure the office is well-equipped and operations run smoothly at the best cost. Oversee the maintenance and aesthetic of the office, creating an inviting and productive workspace. Coordinate with real estate professionals and legal advisors to manage property dealings efficiently. Research and negotiate with vendors to undertake maintenance and renovation projects that add value. Utilize and manage data in Excel to streamline processes and enhance office efficiency. Collaborate with security staff and services to maintain a secure and safe working environment. Prepare correspondence and presentations that resonate with both internal and external audiences. Maintain records and manage information flow to support executive decision-making. Plan and execute meetings and events, ensuring every detail is perfectly aligned. Take the helm on special projects, from strategic planning to budgeting, impacting company-wide initiatives. Organize corporate events from logistical planning to execution. Keep the office stocked and functional by managing supplies and equipment. Offer direct assistance, when needed, to the counter operations team, helping deliver outstanding service to customers on site.

REQUIRED SKILLS AND COMPETENCIES:

Superior communication skills, both written and oral. Agile and able to adapt quickly, especially to new technology. Proven organizational prowess, with a knack for prioritizing effectively. High ethical standards and discretion with sensitive information. Strong orientation towards customer and client service excellence.

TECHNICAL/PROFESSIONAL COMPETENCIES:

Minimum 5 years' experience as an administrative assistant and/or office support. Intermediate abilities on Microsoft Office applications like Word, Power Point, Outlook, and Teams. Proficiency in Excel and ability to adapt quickly to tools like ChatGPT.


The candidate must interact with international professionals, such as lawyers and financial institutions, as well as with employees outside Quebec and the United States. They have reviewed international legal documents (e.g., patents), annotated, edited, and reported problems in documents, requiring an excellent understanding of the English language.

Data Protection Policy: https://corp.kitco.com/data-protection.html



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Ce poste est un contrat de deux ans en remplacement de conge de maternite.

OBJECTIF:

Le poste de specialiste administratif- soutien de bureau est un role dynamique et essentiel, concu pour un professionnel proactif et rigoureux, a l'aise dans un environnement multifonctionnel. Vous assurerez le bon fonctionnement du bureau et offrirez un soutien administratif de haut niveau au President, contribuant ainsi directement au succes organisationnel.

RESPONSABILITES ET TACHES PRINCIPALES:

Les responsabilites de ce poste incluent, sans s'y limiter, les elements suivants:Assurer un soutien administratif complet au President afin d'optimiser son efficacite. Gerer les contrats des fournisseurs pour garantir une exploitation fluide du bureau au meilleur cout. Superviser l'entretien et l'esthetique du bureau afin de maintenir un environnement de travail accueillant et productif. Coordonner avec les professionnels de l'immobilier et les conseillers juridiques la gestion des transactions immobilieres. Effectuer des recherches et negocier avec les fournisseurs pour la realisation de projets de maintenance et de renovation a valeur ajoutee. Utiliser et gerer des donnees dans Excel pour rationaliser les processus et ameliorer l'efficacite du bureau. Collaborer avec le personnel et les services de securite pour maintenir un environnement de travail sur et securise. Rediger de la correspondance et des presentations destinees a des publics internes et externes. Maintenir les dossiers et gerer la circulation de l'information afin de soutenir la prise de decision du President. Planifier et organiser des reunions et des evenements en veillant a une execution irreprochable. Diriger des projets speciaux, allant de la planification strategique a la budgetisation, ayant un impact sur l'ensemble de l'organisation. Organiser les evenements corporatifs, de la planification logistique a leur execution. Gerer les stocks et les fournitures pour assurer le bon fonctionnement du bureau. Fournir, au besoin, une assistance directe a l'equipe des operations sur le comptoir afin d'offrir un service de qualite aux clients sur place.

COMPETENCES ET APTITUDES REQUISES:

Excellentes competences en communication, tant a l'oral qu'a l'ecrit. Capacite d'adaptation rapide, notamment aux nouvelles technologies. Solides aptitudes organisationnelles et sens aigu des priorites. Integrite et discretion dans la gestion d'informations confidentielles. Forte orientation vers l'excellence du service client.

COMPETENCES TECHNIQUES / PROFESSIONNELLES:

Minimum de 5 ans d'experience en tant qu'adjoint(e) administratif et/ou soutien de bureau Competences intermediaires dans les applications Microsoft Office telles que Word, PowerPoint, Outlook et Teams. Maitrise d'Excel et capacite a s'adapter rapidement a des outils tels que ChatGPT.


Le candidat doit interagir avec des professionnels internationaux, tels que des avocats et des institutions financieres, ainsi qu'avec des employes hors du Quebec et des Etats-Unis. Il a examine des documents juridiques internationaux (par exemple, des brevets), annote, edite et signale des problemes dans des documents, ce qui exige une excellente comprehension de la langue anglaise.

Politique de protection des donnees : https://corp.kitco.com/fr/data-protection.html.

About Kitco Metals Inc.:

Founded in 1977, Kitco Metals Inc. is headquartered in Montreal and has offices in New York and Hong Kong. Kitco is one of the largest retailers of precious metals in the world, and a specialized supplier of refining services. The company is an authorized reseller of products made by some of the most prestigious government mints. Kitco's website, the world's #1 precious metals reference, is visited by close to a million people every day. A leading industry innovator, Kitco was one of the first precious metal companies to offer free real-time market information applications for smart phones.