Job Description

WHO WE ARE

Action Refugies Montreal (ARM)

is a faith-inspired, non-profit, non-governmental organization that has been committed for over 30 years to promoting justice and defending the rights of refugees and asylum seekers. Its mission is to support displaced individuals in humanitarian contexts by offering compassionate guidance and services tailored to their needs, while raising awareness in Quebec and Canadian society about migration realities.

ARM acts as a bridge between refugees and the host society, fostering intercultural, interfaith, and community connections. This approach aims to strengthen empowerment, dignity, and social inclusion for refugees and asylum seekers, while promoting mutual solidarity. To achieve this, ARM seeks qualified and committed professionals who wish to contribute to this cause. To strengthen its team, ARM is hiring an Administrative Assistant.

Under the direct supervision of the Executive Director, the Administrative Assistant provides essential organizational, logistical, and administrative support to ensure the smooth operation of ARM. They actively contribute to coordinating daily operations, managing internal and external communications, and maintaining administrative and financial records.

Key Responsibilities:

Administrative

Assist the Executive Director with calendar management, meeting planning, minute-taking, and follow-up on decisions. Draft, proofread, and format administrative documents (correspondence, reports, contracts, internal notes, official letters). Manage incoming correspondence and prioritize email follow-ups. Support the team in coordinating ARM's communications with clients and donors. Help prepare official and government documents for submission.

Document and Organizational Management

Maintain up-to-date administrative and institutional records (digital and physical). Organize filing, archiving, and accessibility of internal documents. Assist in preparing documents for board meetings, general assemblies, and audits.

Logistical Support

Coordinate logistics for meetings (internal, external, committees), including bookings, invitations, document prep, minutes, and follow-up. Support the implementation of ARM events and activities (registrations, invitations). Manage office inventory, including equipment and supplies.

Financial Tasks

Ensure accurate and regular entry of financial data into the accounting and CRM systems; maintain up-to-date financial records. Prepare monthly financial statements, perform bank and account reconciliations, and assist in preparing reports for stakeholders, including donors. Prepare staff timesheets; Oversee payroll and benefits processing. Prepare charitable donation tax receipts and maintain donor databases. Participate in the design, review, and production of the annual financial report. Assist with invoice, receipt, and purchase order management, and organize accounting documentation. Support the Executive Director in compiling basic financial data.

Communication

Answer calls, welcome visitors, relay messages, and direct inquiries to appropriate staff. Provide courteous and respectful first-level responses to partners, users, and community members.

Special Events and Other Tasks

Help coordinate fundraising campaign events. Assist staff in organizing special events and annual general meetings. Suggest ideas for communication campaigns and community updates. Refer volunteers to appropriate program staff. Stay informed about changes in refugee and immigration legislation and current trends.

Skills and Qualifications:

Degree in office administration, business administration, accounting, or related field. Ideally 3-5 years of experience in administration or bookkeeping in a non-profit organization. Proficiency with accounting software (

SAGE, QuickBooks Online

). Proficiency with office software:

Google Workspace, Microsoft 365, SharePoint, Excel.

Experience with payroll systems like

Ceridian Powerpay

or similar platforms. Proven ability to prioritize, analyze data, and solve problems effectively. Excellent communication and interpersonal skills.

Fluency in spoken and written French and English

; Spanish is an asset. Precision, autonomy, and discretion. Strong organizational and time management skills. Ability to work in an intercultural environment and sensitivity to refugee-related issues.

Additional Information:

ARM values candidates committed to serving diverse and vulnerable populations. Competitive salary scale. 37.5 hours per week ? 9:00 a.m. to 5:00 p.m. (7.5 hours/day). Comprehensive benefits package including health coverage, group RRSP (3%), employer insurance (subject to eligibility), 3 weeks vacation, and 10 paid personal days per year. Work is primarily in-person; occasional remote work possible once routine is established.

How to Apply:

Interested candidates should submit a CV and cover letter outlining their qualifications and experience to

emplois@actionr.org. Action Refugies Montreal is committed to creating a diverse environment and is proud to be an equal opportunity employer. We encourage applications from all backgrounds, experiences, and perspectives.

Application deadline: As soon as possible

Type d'emploi : Temps plein, Permanent

Avantages:

Assurance Maladie Complementaire Conges payes Cotisation egale au REER Programme d'Aide aux Employes
Lieu du poste : En presentiel