Administrative Assistant – Bilingual

Job description

Position Overview
Reporting to the Office Manager and ATIP Officer or the Senior Administrative Assistant, the Administrative Assistant is responsible for providing administrative assistance and general office services to the Corporate Services business line, ensuring alignment with the intentions of the FMB Board of Directors.

The Administrative Assistant is primarily an internally focused position, however as requested, this position may liaise and build relationships with various external stakeholders, partners, organizations, and individuals.

Accountabilities
Team Collaboration
• Oversees third party contractors and suppliers to ensure delivery of professional and applicable business line services;
• Provides strong, effective, and highly visible team collaboration, is motivated, and contributes fully to the realization of FMB’s vision, mission, and objectives;
• Promotes and maintains a workplace culture that encourages ethical practices, individual integrity, and economic and social responsibility;
• Conducts role related internal training on policies, processes, procedures, and operational support services.

Administrative Assistance / Office Services
• Ensures compliance with FMB requirements related to the role;
• Anticipates role related administrative issues and assesses risks, identifying proactive solutions which will eliminate or mitigate such risks;
• Drafts, prepares or reviews specific FMB documents, prioritizing workflow, and level of importance;
• Handles phone calls and emails, answering inquiries, resolving concerns, and managing messages;
• Handles reception, mail, couriers, telephones, and general business line administrative support;
• Manages calendars and schedules appointments with Microsoft Outlook;
• Coordinates meetings, including room setup/tear down, catering requirements, prepares and distributes agendas, minutes, and packages;
• Coordinates travel requests including flights, hotel bookings and car rentals;
• Procures and monitors inventory of office supplies;
• Coordinates workshops, trade shows, special projects, and events;
• Collaborates with all business lines to ensure provision of consistent documents and processes;
• Ensures office facilities follow applicable safety standards, regulations, codes, and laws.

Facility / Property Management
• Assists with individual office assignments and moves including desks, phones, and other assets;
• Assists with security for office spaces including keys, codes, and parking;
• Ensures office facilities follow applicable safety standards, regulations, codes, and laws and communicates the organizations safety policies.
The Administrative Assistant performs other related duties as requested.

Working Conditions
• This position is based in Montreal Quebec;
• May require occasional national travel;

Required experience and qualifications

Qualifications
• Post-secondary education in business administration, office administration or equivalent;
• Minimum of three (3) years experience working in an administrative position, preferably within a professional advisory, accounting, or legal environment;
• Proficiency in Microsoft Office Suite (Word, PowerPoint, Excel, Outlook);
• Exceptional organizational skills and ability to prioritize multiple tasks seamlessly in a rapidly changing environment with excellent attention to detail;
• Experience working with information and data management systems;
• Experience working with and/or contracting external vendors and consultants an asset;
• Experience working with Indigenous Governments, organizations, and communities an asset;
• Valid first aid certificate, or willingness to undertake first aid training
• Must have an understanding, awareness and appreciation of Indigenous culture and history;
• Willing to participate in ongoing education and training for the role;
• Willingness to participate in ongoing education and training for the role including Indigenous Cultural studies;
• Must be bilingual in English (spoken and written).
Equivalent or relevant education and/or experience may be considered.
The Administrative Assistant performs other related duties as requested.

Job posting period

Until 2023-08-13 at 10:00