FPInnovations is among the world’s largest private, non-profit research centers working in forest research. The organization helps the Canadian forest industry to develop path breaking solutions based on the unique attributes of Canada’s forest resources, favouring a sustainable development approach and taking full advantage of the industry’s considerable scientific, technological and commercial capital.
Under the supervision of the Vice President of Human Resources (VPHR), the Executive Assistant provides confidential administrative and operational support to the VPHR and to other HR related functions.
Working in a multidisciplinary team and collaborating with other executive and administrative assistants, the successful candidate organizes HR operations by introducing tools and programs that are aimed at maximizing work organization and time management. They will also act as the department’s documentation and information center and participate in the production of various documents and other written materials.
Provide quick and efficient administrative support to HR (5 team members in Pointe-Claire, 2 in Quebec and 3 in Vancouver);
Organize, coordinate and maximize time management for HR by keeping schedules up to date, scheduling and rescheduling appointments and coordinating material, logistical and resource requests;
Organize and coordinate tasks in a dynamic environment where deadlines and priorities are constantly changing in order to help maintain a high level of efficiency and effectiveness for the organization;
Develop, implement and manage all documentation pertaining to standard operating procedures and Human Resource policies;
Document, distribute and maintain meeting minutes and ensure preparation of proper documentation before appointments;
Produce reports, presentations, schedules, incoming and outgoing correspondence, documents, letters, communications, etc.;
Coordinate travel arrangements for the Human Resources department;
Translate documents from French to English and vice-versa;
Create projects, conduct research and perform comparative analyzes on Human Resource-related subjects;
Maintain professional relationships and communications with internal and external clients;
Act as an agent of change as part of an ongoing drive for improvement;
Filter calls and respond to inquiries;
Develop, implement, maintain and manage HR’s filing system.
College diploma or university degree in Human Resources, administration or other relevant discipline;
5-10 years experience as administrative support to a Vice-President and/or a Human Resources department;
Demonstrated ability to maintain a high degree of confidentiality and good judgment;
Interpersonal, communication, organization, team work and analysis skills;
Advanced management skills and attention to detail;
Ability to multitask, manage time effectively and set priorities while working with minimal supervision;
Extensive computer knowledge: MS Office (Outlook, Word, Excel, PowerPoint, Project, Visio), HRIS;
Demonstrated oral and written communication skills with high-quality standards in French and English.