Bilingual Receptionist/ Administrative Assistant
Anne Whitten Bilingual Recruitment - Montréal, QC

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Our client has an opening for a Permanent Bilingual Receptionist/ Administrative Assistant for their Montreal Office. In this role you will provide support at a consistent and exceptional level to Principals, Project Leaders & Projects teams in a prestigious office. .

Answering the telephone console, screening and routing incoming calls to the appropriate employee in a polite and professional manner. Greets visitors in a professional and courteous manner and notifies pertinent individual of visitor arrivals. Maintains security key card system, which includes issuing and deleting key cards, and assigning temporary cards as requested. Maintains the professional appearance of the reception area .Sorting the daily mail , (incoming/outgoing), newspapers and magazine subscriptions Manage the process for all incoming/ outgoing couriers including tracking, price comparison and vendor selection

Regularly monitor and update the calendars of Senior Principals and Project Leaders
Starting to take ownership of tasks and driving the process
Schedule, coordinate, and confirm case team and client meetings, including: reserving meeting rooms, securing appropriate A/V equipment and food, setting up conference calls, notifying appropriate attendees, and distributing meeting materials
Collaborate with travel personnel to set up flight and hotel accommodations
Coordinate ground transportation when needed
Assist with submission of timesheets and expense reports
Develop strong working relationships with senior level clients and client assistants to facilitate the information flow and scheduling process
Maintain quality control by proofing work for errors, consistency, and format in accordance with company established guidelines
Observe and implement established policies and procedures
Serve as a vital communication link amongst case team members by acting as a liaison/delegate for the person you support
Respond to case team, committee, and practice area information requests
Ensure timely and accurate preparation of presentation materials and proposals
Attend case team kick-off meetings
Provide backup assistance to other assistants in the office as needed at the Partner level

Excellent written and verbal communication skills in English and French
High degree of professionalism, strong business communication skills and meticulous attention to detail
Minimum of 3 years administrative support experience, preferably in a professional services environment
College or Bachelor’s degree preferred
Proficient computer skills: Windows, Word, Excel, PowerPoint, Outlook
Demonstrated ability to multitask, prioritize and work efficiently towards deadlines
Must be able to perform successfully in a fast-paced, intellectually intense, service-oriented environment
Ability to work independently, exercising sound judgment and initiative in the absence of direct supervision
Dependable and highly organized with business maturity, discretion, enthusiasm, and a positive attitude
Strong ability to anticipate, to identify, to analyze and solve problems
Flexible and adaptable to change
Service oriented and responsive to customer needs with a sense of urgency

Salary: $40K-$45K + Bonus+ Benefits- 3 weeks’ vacation