Bilingual Administrative Assistant
Anne Whitten Bilingual Recruitment Inc. - Mississauga, ON

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Our downtown client has an immediate opening for a Bilingual Administrative Assistant. This is a temp-to-perm opportunity. Once the position moves to a permanent role they offer:

  • Immediate benefits
  • A bonus plan
  • Comprehensive Group Benefits & RRSP Programs
  • Seasonal floater days, paid personal days

RESPONSIBILITIES:

  • Assist in coordinating resources; scheduling speakers; maintaining contracts
  • Provide monthly call and financial reporting.
  • Administration of webinars and evaluations
  • Prepare contracts
  • Maintains speaker database
  • Calculates incentive
  • Organizes various council/committee meetings including booking venues and organizing refreshments
  • Acts as primary contact for the Managers by responding to requests for information and redirecting inquiries when appropriate
  • Maintains schedule and daily log of activities for the Managers: arranges meetings, appointments, travel schedules, and details related to special events.
  • Delivers excellent customer service to the Managers' contacts by prioritizing telephone calls, emails, letters and other communications, and providing relevant information. * Prepares correspondence, and memoranda: reviews, routes, and answers mail; composes responses for Managers; as appropriate, prepares proposals, monthly reports, and other written material
  • Coordinates and arranges travel and accommodations for the various councils/committees, as required.
  • Maintains confidential files, e.g., minutes, and all other electronic files, and other reports.
  • Conducts research as requested, and prepares reports in the format required by the Managers.
  • Advises Managers of opportunities to continuously improve services
  • Coordinating, participating and/or assisting in special projects when required.
  • Provides general administrative support (i.e., faxing, copying, filing, mailing, courier,etc.).
  • Timely preparation of invoicing and expense reimbursement administration
  • Codes various invoices to expense accounts
  • Ensures appropriate authorizations are received and invoices are forwarded to accounting for timely processing.

QUALIFICATIONS:

  • 3-5 years related experience in an Administrative Assistant role
  • Fluency in both English and French, verbal and written
  • Post-secondary education
  • Intermediate to advanced knowledge of Microsoft Software applications
  • Strong interpersonal and communication skills with effective telephone manner
  • Ability to exercise sound judgment, initiative, discretion and independence, proactively gets things done by using initiative
  • Ability to communicate effectively and frequently with a variety of Managers and staff, members of various councils/committees, government and business contacts, and others
  • Minute taking experience a MUST
  • High attention to detail and accuracy
  • Ability to work both collaboratively and independently.
  • Excellent organizational and time management skills: ability to multi-task, and prioritizeP

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