64198-1 - Sr. Bilingual Administrative Assistant (FR/ENG) with Salesforce experience to support various administrative functions for our Banking client

Position Title: Sr. Bilingual Administrative Assistant

Length of Contract: 8 months with possible extension

Physical Work Location: Hybrid - currently 4 days in office in DT Montreal, expected to come in additional days if the business requires.

Must-Have Skills:

• 3-5 years of experience in an administrative/ or executive assistant role
• Bilingual (fluent in French and English - both written and verbal)
• Strong customer service skills
• Salesforce experience

Nice-to-Have Skills:

• Former banking / FI experience

• Concur experience

Interview Process:

• MS Teams, 30 Minutes

• Bilingual portion to evaluate fluency in French

Role Responsibilities (including but not limited to):

• Supports the execution of strategic initiatives; includes tracking metrics and milestones

• Builds effective relationships with internal/external stakeholders

• Analyzes data and information to provide insights and recommendations

• Leads the planning, coordinating, and implementing department events

• Provides specialized and professional support to an executive and their senior managers within a large and diverse department or business group

• Coordinates and monitors budgets and reporting on results vs. budget

• Provides coaching and mentoring to more junior administrative assistants to support them in developing capability to carry out current job accountabilities

• Manages and monitors calendars and upcoming events

• Dispatches meeting invitations, books meeting rooms and arranges for resources and other requirements in support of smooth and efficient meeting facilitation

• Supports the coordination and implementation of department events

• Develops and maintains a filing system; ensures business and operational reports, forms, and other documentation, paper or electronic, are readily available

• Supports the development of tailored messaging, which may include writing, editing, and distributing communications (e.g., correspondence, presentations, policies & procedures)

• Dispatches outgoing communications

• Answers central phone line, responding to and resolving/escalating inquiries

• Processes invoices for payment in adherence with documented processes and guidelines and vendor agreements

• Prepares and logs departmental expense claims and reports. Tracks expenses to ensure they stay within budget

• Makes travel arrangements, booking flight/hotel reservations as needed

• Liaises with internal business units and external vendors and participates in the local coordination and implementation of premises and building related matters including incoming / outgoing staff and contractors, relocations, office planning and new furniture requirements while ensuring minimal interruptions to business operations

• Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies

• Maintains and tracks overtime, on-call claims, staff vacations and absences in accordance with Bank and/or divisional guidelines to ensure consistency in entitlement and to determine staff availability

• Coordinates training requirements for staff (research, booking, cancellations, confirmations, etc.)

• Collaborates with internal and external stakeholders to deliver on business objectives

• Organizes work information to ensure accuracy and completeness

• Completes complex & diverse tasks within given rules/limits and may include handling escalations from other employees

• Analyzes issues and determines next steps

• Broader work or accountabilities may be assigned as needed