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We are looking for a permanent administrative secretary for our offices located at the Charlevoix metro station.
The position is to be filled as soon as possible and the working hours are from 8:30 am to 4:30 pm.
Examples of tasks and responsibilities:
– Assists his/her superior in all his/her functions.
– Processes correspondence received, drafts and signs general correspondence, assembles the necessary documentation for the staff of the unit for the processing of files.
– Prepares and follows up on applications to the Régie du logement and follows up on claims for unjustified damages.
– Prepares and makes agreements with new owners.
– Participates in the coordination and follow-up of the various files dealt with within the unit and suggests methods of operation.
– Monitors and compiles staff attendance records, completes or prepares forms related to vacation, illness, claims or other documents related to personnel management.
– Performs the reception, filtering and routing of mail, phone calls, emails and visitors.
– Sets or moves appointments of his/her superior according to priorities, reminds him/her of the dates of his/her meetings and prepares the required documentation, confirms his/her attendance at meetings or proposes a replacement if necessary. Makes travel arrangements for his/her supervisor (transportation, accommodation, cash advance, etc.).
– Collects the data necessary for the preparation or revision of requisitions and budgets, and ensures the availability of appropriations; verifies and pays bills, transfers to budgets, and tracks budgets in the financial system. May be required to manage a petty cash for the reimbursement of internal invoices.
– Orders and manages office supplies.
– Performs the classification, annual downgrading and document management of the documents of the administrative unit.
– Attends meetings, takes note of exchanges and writes minutes reflecting the spirit of the discussions and decisions taken.
– Ensures the transmission of information relating to policies, procedures, laws and regulations governing the activities of organizational units.
– Drafts or participates in the drafting of recommendations for management and the Board of Directors.
– Performs the final review of documents issued by unit staff to ensure the quality of the presentation, absence of grammatical, spelling or other errors. Ensures, as required, the updating of documents and information on the Intranet and the Internet.
– Ensures, when required to do so, the performance of any other related activity that he/she is reasonably able to perform.
Profile sought:
– Excellent command of French both orally and in writing
– Intermediate English
– Confidentiality
– Very good communication and interpersonal skills
– Analysis and synthesis
– Organization and coordination of several files simultaneously
– Billing experience
– Autonomy and resourcefulness
– Mastery of the Office suite and be comfortable working with new technologies
Don’t wait any longer, this post is for you! Send us your CV immediately!
As an equal opportunity employer, Personnel Alter Ego values diversity in its workforce and seeks to ensure all groups remain fairly represented. Candidates must have the legal right to work in Canada.
