Job Description

One of our clients in the printing and consulting industry, is looking for a Bilingual Executive/ Administrative Assistant (Assistante de Direction Bilingue)

Length: 12-month contract with the potential for extension/ permanent placement dependent on performance.
Location: Montreal, QC. On-Site.
Hours: Monday to Friday, 8:00am to 5:00pm (Candidates are expected to be on site 4 days per week. This role can also be fully on-site)
Pay Rate: $29.72/hr

\'The start date of this job is flexible and in order to find the best candidate the job may remain open much longer than the date mentioned on this posting... or you may be asked to start sooner than the expected start date if you are able to do so !\'

Please read the job description below. If this interests you, please send a MS-Word version copy of your resume (ASAP) along with a telephone contact number: E-mail to workflow@teamrecruiter.com

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The recruiter in charge of this role is Janet

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Requirements:
If you are a highly organized and proactive individual with a proven track record of supporting executives and managing administrative tasks, we encourage you to apply for this exciting opportunity. Join our team and contribute to the success of our Canadian operations while advancing your own professional development.

POSITION OVERVIEW:
We are seeking a dynamic individual to fill the role of Bilingual Executive Assistant and Administrative Support Professional. In this combined position, you will play a crucial role in providing comprehensive support to our Canadian Senior Leadership Team while also managing various administrative functions to ensure smooth daily operations. This position will be based at our Montreal Xerox Tower location.

KEY RESPONSIBILITIES:
1. Executive Support:
Proactively support members of the Canadian Senior Leadership Team, demonstrating exceptional professionalism, good judgment, and efficiency.
Manage the calendars and emails of multiple executives, ensuring optimal scheduling and coordination.
Coordinate travel arrangements, meetings, and appointments, demonstrating impeccable attention to detail and organizational skills.
Facilitate client meetings by coordinating with client Executive Assistants, showcasing your bilingual communication skills and professional persistence.
Assist in the setup and troubleshooting of IT systems and applications, including MS Teams meetings and other software tools.
Maintain confidentiality while handling sensitive information and correspondence.
Collaborate effectively with the Executive Leader to optimize their schedule and priorities.

2. Administrative Support:
Oversee various office operations and facilities activities, including work order coordination, database management, and office supply orders.
Independently manage administrative policies and processes, ensuring efficiency and accuracy.
Handle incoming and outbound mail, including package shipments via courier services.
Maintain inventory for office and equipment supplies, ensuring availability and organization.
Enforce Health and Safety regulations and coordinate EH&S Committee meetings.
Manage Xerox asset orders, such as cellphones and laptops.
Conduct office inspections to ensure compliance with Xerox Information Security regulations.
Participate in the management of specific tasks, such as vehicle royalties reporting and Quebec Public Sector RFP portal monitoring.

QUALIFICATIONS:
Experience supporting senior-level executives, preferably in a corporate environment.
Strong communication skills in both French and English, with excellent written and verbal abilities.
Proficiency in calendar and email management, as well as MS Office applications (PowerPoint, Excel, Word).
Demonstrated ability to handle confidential information and exercise sound judgment.
Self-motivated and proactive, capable of working both independently and collaboratively.
Strong organizational skills with the ability to manage multiple tasks under pressure.
Bilingual proficiency is required.
College or University degree in an administrative field or equivalent experience.
Strong knowledge of Xerox business, organization, and processes is a plus.
Basic analytical skills and the ability to anticipate actions and behaviors.

Qualifications:
FRENCH

Si vous \xc3\xaates une personne hautement organis\xc3\xa9e et proactive avec une exp\xc3\xa9rience \xc3\xa9prouv\xc3\xa9e dans le soutien aux cadres et la gestion des t\xc3\xa2ches administratives, nous vous encourageons \xc3\xa0 postuler pour cette opportunit\xc3\xa9 passionnante. Joignez-vous \xc3\xa0 notre \xc3\xa9quipe et contribuez au succ\xc3\xa8s de nos op\xc3\xa9rations canadiennes tout en faisant progresser votre propre d\xc3\xa9veloppement professionnel.

APER\xc3\x87U DU POSTE:
Nous sommes \xc3\xa0 la recherche d\'une personne dynamique pour remplir le r\xc3\xb4le d\'adjointe ex\xc3\xa9cutive bilingue et de professionnelle du soutien administratif. Dans ce poste combin\xc3\xa9, vous jouerez un r\xc3\xb4le crucial en fournissant un soutien complet \xc3\xa0 notre \xc3\xa9quipe de haute direction canadienne tout en g\xc3\xa9rant diverses fonctions administratives pour assurer le bon d\xc3\xa9roulement des op\xc3\xa9rations quotidiennes. Ce poste sera bas\xc3\xa9 \xc3\xa0 notre emplacement de la Tour Xerox de Montr\xc3\xa9al.

PRINCIPALES RESPONSABILIT\xc3\x89S:
Soutien ex\xc3\xa9cutif:
Soutenir de fa\xc3\xa7on proactive les membres de l\'\xc3\xa9quipe de la haute direction canadienne, en faisant preuve d\'un professionnalisme, d\'un bon jugement et d\'une efficacit\xc3\xa9 exceptionnelle.
G\xc3\xa9rez les calendriers et les courriels de plusieurs cadres, en assurant une planification et une coordination optimales.
Coordonner les pr\xc3\xa9paratifs de voyage, les r\xc3\xa9unions et les rendez-vous, en faisant preuve d\'une attention impeccable aux d\xc3\xa9tails et de comp\xc3\xa9tences organisationnelles.
Facilitez les rencontres avec les clients en coordonnant avec les adjoints ex\xc3\xa9cutifs des clients, en mettant en valeur vos comp\xc3\xa9tences en communication bilingue et votre pers\xc3\xa9v\xc3\xa9rance professionnelle.
Aider \xc3\xa0 la configuration et au d\xc3\xa9pannage des syst\xc3\xa8mes et applications informatiques, y compris les r\xc3\xa9unions MS Teams et d\'autres outils logiciels.
Maintenez la confidentialit\xc3\xa9 tout en traitant des informations sensibles et de la correspondance.
Collaborer efficacement avec le chef ex\xc3\xa9cutif pour optimiser son horaire et ses priorit\xc3\xa9s.

Soutien administratif:
Superviser diverses op\xc3\xa9rations et activit\xc3\xa9s des installations du bureau, y compris la coordination des ordres de travail, la gestion des bases de donn\xc3\xa9es et les commandes de fournitures de bureau.
G\xc3\xa9rer de mani\xc3\xa8re ind\xc3\xa9pendante les politiques et les processus administratifs, en veillant \xc3\xa0 l\'efficacit\xc3\xa9 et \xc3\xa0 la pr\xc3\xa9cision.
Traiter le courrier entrant et sortant, y compris les envois de colis via des services de messagerie.
Maintenir un inventaire pour les fournitures de bureau et d\'\xc3\xa9quipement, en assurant la disponibilit\xc3\xa9 et l\'organisation.
Appliquer les r\xc3\xa8glements en mati\xc3\xa8re de sant\xc3\xa9 et de s\xc3\xa9curit\xc3\xa9 et coordonner les r\xc3\xa9unions du comit\xc3\xa9 EH&S.
G\xc3\xa9rez les commandes d\'actifs Xerox, tels que les t\xc3\xa9l\xc3\xa9phones portables et les ordinateurs portables.
Effectuer des inspections de bureau pour assurer la conformit\xc3\xa9 aux r\xc3\xa9glementations Xerox en mati\xc3\xa8re de s\xc3\xa9curit\xc3\xa9 de l\'information.
Participer \xc3\xa0 la gestion de t\xc3\xa2ches sp\xc3\xa9cifiques, telles que la production de rapports sur les redevances de v\xc3\xa9hicules et la surveillance du portail de DP du secteur public du Qu\xc3\xa9bec.

QUALIFICATIONS:
Exp\xc3\xa9rience du soutien \xc3\xa0 des cadres sup\xc3\xa9rieurs, de pr\xc3\xa9f\xc3\xa9rence dans un environnement d\'entreprise.
Solides comp\xc3\xa9tences en communication en fran\xc3\xa7ais et en anglais, avec d\'excellentes capacit\xc3\xa9s \xc3\xa9crites et verbales.
Ma\xc3\xaetrise de la gestion des calendriers et des courriels, ainsi que des applications MS Office (PowerPoint, Excel, Word).
Aptitude d\xc3\xa9montr\xc3\xa9e \xc3\xa0 traiter des informations confidentielles et \xc3\xa0 faire preuve de discernement.
Auto-motiv\xc3\xa9 et proactif, capable de travailler \xc3\xa0 la fois de mani\xc3\xa8re ind\xc3\xa9pendante et collaborative.
Solides comp\xc3\xa9tences organisationnelles avec la capacit\xc3\xa9 de g\xc3\xa9rer plusieurs t\xc3\xa2ches sous pression.
Une comp\xc3\xa9tence bilingue est requise.
Dipl\xc3\xb4me d\'\xc3\xa9tudes coll\xc3\xa9giales ou universitaires dans un domaine administratif ou exp\xc3\xa9rience \xc3\xa9quivalente.
Une solide connaissance des activit\xc3\xa9s, de l\'organisation et des processus de Xerox est un plus.
Comp\xc3\xa9tences analytiques de base et capacit\xc3\xa9 \xc3\xa0 anticiper les actions et les comportements.

Please note that this is the most up to date version of job description available at this time - During Client Interview you will receive additional information - variance may apply !

When you have some time please register in our database (5 minutes process) to be considered for future openings; the link is available on our website at http://www.teamrecruiter.com in the Candidate section. Please follow us on LinkedIn at https://www.linkedin.com/company/teamrecruiter.com/, or on Twitter at https://twitter.com/TeamRecruiter.

We thank all applicants for their interest. Only those who meet the qualifications will be contacted through telephone/email. You are encouraged to register with us in our database to be considered for future positions available.

Please note: Adherence to our end client\'s vaccination policy is a requirement

Have a great day.

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