Administrative Assistant III

Category:
Administration/Support
Industry:
Power
Type:
Contract
Location:
Montreal, QC, Quebec
Job ID:
#158008

Our Client is one of the world's largest Power generation industry is currently looking for Administrative Assistant III.

LOCATION: Montreal, QC, Quebec 

CONTRACT: One year with a possibility of extension.

START DATE: ASAP (Urgent Need)

PAY TYPE: Hourly

MUST SPEAK FLUENT FRENCH BILINGUAL PREFERRED

  • They need experience working on construction job sites please.
  • The ones we received have little to no experience working on a construction site.
  • It’s not an office setting environment.
  • The person will also need to have a car as the site is not easily accessible.

This admin should have competencies to do Doc Control to support the Document Management at Site

  • Preference to the PDM or similar tools which are used for document control/submittals will be required.
  • The Administrator III provides effective and responsive administrative secretarial services to support commissioning and construction managers.
  • Proactively support internal customer by independently handling all assigned administrative duties and taking direction from and balancing the needs of multiple staff members consisting of test engineers.
  • Providing administrative support to clients through effectively maintaining and coordinating calendars, scheduling appointments and meetings, making travel arrangements, telephone coverage (if needed), filing, processing and reconciling T&L expense accounts, handling various purchases and making AP invoice arrangements.
  • Schedule, plan and organize all logistical details for in-house and off-site meetings, training and events.
  • Develop PowerPoint presentations and other graphic presentations; type various correspondences both in own signature and in managers signature.
  • Provide general office administrative services.Run reports in excel, access, business objects and other data gathering programs.
  • Help keep organization charts up to date as directed.
  • Maintain filing and records management systems and other office flow procedures which may be confidential.
  • Provide payroll support for hourly associates.
  • Generate, review and file pharmacy reports (if supporting pharmacy site).
  • Create statistics, send out customer brochures or correspondence, or document leads.

Required Qualifications

  • High School Diploma, GED or local equivalent.
  • 3-5 years secretarial administrative experience
  • Knowledge of general office management and current computer office communications technologies; expert in PowerPoint, Word, Excel and Outlook
  • Self-Starter, proactive, able to work independently with minimal direction, able to maintain confidentiality and handle matters discreetly
  • Effective time management and organizational skills; able to balance multiple priorities
  • Effectively problem solve and resolve a variety of issues and topics within the job scope
  • Ability to effectively interact and communicate with senior level management and corporate contacts
  • Excellent interpersonal, verbal and written communications skills including strong grammatical skills
  • Accurately maintan customer pricing files and complete contract data entry
  • Create statistics send out customer brochures or correspondence or document leads
  • Generates reviews and files pharmacy reports

Required Qualifications:

  • High school diploma GED or local equivalent
  • Associates degree 5 years or more of administrative experience working in a corporate environment.
  • Strong demonstrated writing skills articulating complex ideas in an easy to understand manner.
  • Demonstrated project management skills to plan and deliver on established tactical and strategic goals.
  • Experience at an advanced level using Microsoft Word and PowerPoint applications as well as use of the internet and web applications (i.e. ability to draft correspondence and create PowerPoint presentations for leadership team); basic level of Excel application to create charts diagrams and tables of data.
  • Strong working knowledge of local language (written and verbal).
  • L'Adjoint administratif III fournit des services administratifs/de secretariat efficaces et reactifs pour appuyer les directeurs d'affaires dans leurs activites quotidiennes. Ses responsabilites principales comprennent :

Ses responsabilites cles/fonctions essentielles comprennent : Appuyer les membres du personnel dans toutes les taches administratives Produire des documents de correspondance des presentations des addendas de reunion des courriels et tout courrier externe Traiter des renseignements hautement confidentiels et delicats Gerer les calendriers reunions et conferences Coordonner les preparatifs de voyage Traiter les depenses mensuelles de carte d'entreprise et d'argent comptant Participer a l'administration generale du bureau et soutenir les cadres superieurs charges d'administrer le personnel mondial Appuyer les equipes en formant ou soutenant les autres employes relativement aux technologies outils ou systemes utilises dans le cadre de leurs taches quotidiennes. Soutenir les projets cles/lancements d'initiatives dans le cadre des fonctions attribuees Peut former l'Administrateur I au besoin Dans certaines fonctions mais pas toutes :

  • Entrer les factures du service et participer a la gestion des demandes relatives au budget en collaborant etroitement avec le directeur du soutien financier.
  • Participer a l'etablissement du calendrier d'entrevue des candidats
  • Entrer des demandes de soutien temporaire dans My Resources ou d'autres systemes de production
  • Executer des rapports dans Excel Access Business Objects et d'autres programmes de collecte de donnees
  • Entrer et mettre a jour des donnees dans les bases de donnees Oracle
  • Fournir du soutien tactique a une fonction ou l'equipe responsable des resultats en repondant aux questions sur les sites centraux et sur divers procedes et outils electroniques internes
  • Participer a la mise a jour des organigrammes comme demande
  • Tenir exactement les dossiers de prix des clients et entrer des donnees relatives aux contrats
  • Creer des statistiques envoyer des brochures ou communications aux clients ou documenter les pistes
  • Creer passer en revue et classer des rapports pharmaceutiques

Competences requises :

  • Diplome d'etudes secondaires formation generale ou l'equivalent regional
  • Grade d'associe et au moins 5 ans d'experience en administration dans une entreprise.
  • Excellentes aptitudes manifestes en ecriture et en articulation d'idees complexes de facon claire.
  • Aptitudes demontrees en gestion de projets relativement a la planification et l'atteinte d'objectifs tactiques et strategiques etablis.
  • Experience poussee dans l'utilisation des logiciels Microsoft Word et PowerPoint ainsi que d'Internet et de logiciels Web (c.-a-d. capable de rediger de la correspondance et creer des presentations PowerPoint destinees a l'equipe de direction); connaissances de base du logiciel Excel : creation de graphiques diagrammes et tableaux de donnees.
  • Excellentes connaissances pratiques de la langue regionale (orales et ecrites).