Administrative Assistant, Senior

What are your contributions to the team?

• Day-to-day support: manage calendars, coordinate meetings, resolve scheduling conflicts and follow up on emails, approvals, deadlines and agreed actions.
• Purchasing and suppliers: prepare and track purchase requisitions (PRs) and purchase orders (POs), coordinate required approvals, verify invoices and follow up on payments with the relevant teams in accordance with internal policies.
• Financial administration: support budget tracking for the two departments, maintain expense trackers, reconcile charges and corporate credit card statements, flag variances and assist with forecasts, annual planning, chargebacks and year-end activities in collaboration with Finance and Procurement.
• Meetings and logistics: organize team meetings and meetings with internal and external partners, coordinating invitations, rooms, materials, logistical requirements and follow-ups.
• Travel and expenses: coordinate bookings, itineraries and travel logistics, and prepare and track expense reports in accordance with company policies.
• New employee onboarding: coordinate administrative and logistical arrangements for new hires, including IT equipment orders and introductory meetings, in collaboration with the relevant teams.
• Documentation and communications: draft, revise and format correspondence, presentations, memoranda and reports in English and French; update organizational charts and tracking tools, maintain accurate records and manage incoming and outgoing mail.
• Team activities and shared spaces: support team, recognition and training activities; order supplies; help ensure meeting and training rooms function properly and assist users of the workspace reservation system.
• Continuous improvement and confidentiality: support special projects and improvements to administrative processes, tools and tracking practices while ensuring accuracy, discretion and confidentiality.

How to thrive in this role?

• College or technical diploma in administration or human resources, or equivalent experience required.
• Minimum of seven (7) years of experience in a similar coordination or senior technical support role.
• Proven experience supporting senior leaders in a complex, fast‑paced environment.
• Strong proficiency with MS Office (Outlook, Word, PowerPoint, Excel).
• Solid working knowledge of SAP, SharePoint, Teams, OneDrive, and modern collaboration tools (asset).
• Fluency in French and English, both written and spoken.
• Strong organizational skills, sound judgment, and the ability to manage multiple priorities simultaneously.
• High level of autonomy, initiative, and attention to detail.
• Excellent interpersonal skills and a collaborative mindset.
• Ability to handle sensitive information with the highest level of discretion and confidentiality.