Bilingual Administrative Assistant

  • Category
    Office, clerical & administrative - Administrative Assistant
  • Job type
    Temporary/Contract
  • Location
    Ottawa, Ontario

Adecco is currently recruiting for a Bilingual Administrative Assistant for our client in Ottawa, ON. For a 6-month contract. The successful candidate must hold a valid Secret Security Clearance or be eligible for it.

 

The Bilingual Administrative Assistant will have the following responsibilities:

 

  • Respond to telephone and electronic enquiries and relay messages.
  • Maintain a bring-forward system and ensure that outstanding issues are dealt with in a timely manner.
  • Support the Management team by helping to organize their time, i.e., arrange/maintain schedules of meetings, maintain MS Outlook Calendar, schedule appointments, arrange teleconferences and videoconference meetings, assist in the preparation of presentation material and in the setup of equipment, coordinate external meetings, etc.
  • Coordinate the scheduling of events and prepare associated documentation, including meeting minutes as required.
  • Prepare travel arrangements for members of the Branch or Directorate.
  • Prepare, verify and provide financial coding for invoices.
  • Liaise with Human Resources on attendance management recording.
  • Implement, monitor and identify areas for improvement with respect to administrative processes.
  • Plan and coordinate logistics and catering.
  • Provide all incoming visitors to the Client with assistance, both over the phone and in person, by greeting and directing them.
  • Conduct research, collect data from various tools as well as consolidate data into reports; update databases regularly and conduct follow up with parties.
  • Provide assistance at HQ Reception when required.
  • Perform general office duties including typing, formatting, photocopying, maintaining office equipment, restocking of supply, scanning, obtaining reviews and signatures, etc.
  • Assist and support the Branch or Directorate with various tasks and projects as required.
  • Establish and maintain networks and collaborative working relationships with managers within the organization to discuss the handling of high profile and sensitive issues, requests for information, briefings, etc., and to facilitate senior level meetings.
  • Conduct research on best practices related to administrative processes and systems.
  • Implement, monitor and identify areas for improvement with respect to administrative processes.

 

 

The Bilingual Administrative Assistant must meet the following mandatory requirements:

 

  • Ability to multi-task and manage priorities efficiently; ensure files are up-to-date;
  • Ability to anticipate others’ needs and proactively act upon this knowledge;
  • Ability to communicate (oral and written) in a clear and concise manner;
  • Tactful, cooperative and discreet;
  • High attention to detail;
  • Independent, adaptable, and willing to work in teams.
  • Successful completion of a high school or college diploma with relevant experience in the field of Office administration;

 

  • A minimum of two (2) years of experience in providing administrative and secretarial services;
  • A minimum of two (2) years of experience in organizing and preparing a variety of documents, reports and presentations;
  • Experience processing invoices;
  • Experience maintaining budget spreadsheets;
  • Experience tracking and maintaining data on various activities, projects and initiatives;
  • Knowledge of methods, techniques and practices related to general administration and secretariat support planning and coordination;
  • Knowledge of protocols when working within senior executive office and when dealing with management and other senior government/industry stakeholders;
  • Advanced knowledge of data and reporting tools required for the role;
  • Advanced knowledge and experience with Microsoft Office Suite, specifically Outlook, Excel and Word.
  • Ability to work overtime as required;
  • Ability to travel as required;

 

 

Nice to have:
 

  • Experience in coordinating travel or event arrangements, and preparing and processing claims and invoices;
  • Experience in implementing, monitoring and identifying areas for improvement with respect to administrative processes, filing, tracking and bring forward systems;
  • Experience in taking meeting minutes thoroughly;
  • Knowledge of the aviation industry and the related regulatory and security issues.

 

 

If you are interested in applying to our Bilingual Administrative Assistant position, please submit your resume as soon as possible by clicking on the 'Apply with Adecco' button.

 

B7616

 

  • Apply with Adecco

Reference number CA_EN_1_027616_12131317

Accommodation will be provided in all parts of the hiring process as required under Adecco’s Employment Accommodation policy. Applicants will need to make their needs known in advance to their Adecco representative.

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