executive assistant.

Our client, a leading firm in interior design and layout in the corporate, commercial, health and institutional sectors, is looking for an Executive assistant/office coordinator for its office in Montreal.

This position is a key role within the organization providing key administrative and clerical support to the President and project managers.

If you want to join a young and dynamic environment, have office life at heart, and have great administrative experience, this role is for you!

Advantages
- Permanent position (35 hours per week)

- Monday to Thursday: Mandatory on-site presence - 9:00 a.m. to noon and 1:00 p.m. to 5:00 p.m. / Friday: Remote work - 9:00 a.m. to noon and 1:00 p.m. to 5:00 p.m.

- Salary to be determined based on experience
- 3 weeks of paid vacation per year
- Group insurance plan offered (after obtaining a permanent position – 3 months after hiring)
- Opportunities for advancement are possible by potentially adding accounting-related tasks: invoicing and collections.

Responsibilities
Reception, Office Life
• Greet visitors at reception (mail service, clients, and representatives);

• Offer and distribute beverages and/or food during meetings with visitors and staff members;

• Handle incoming phone calls when a 0 is dialed, direct calls, or take messages;

• Manage the transfer of phone calls from the reception desk to another station when the receptionist is unavailable;

• Order catering services and serve the team's lunches every Monday morning;

• Maintain order and cleanliness throughout the office;
• Supervise housekeeping services and schedule the cleaning of exterior and interior windows twice a year;

• For public holidays, vacations, and/or temporary staff absences (short-term and/or long-term), ensure that out-of-office messages are recorded on voicemail and email auto-replies are scheduled and activated before employees leave;

• Collect and distribute mail daily from the mailbox;

• Ensure the distribution of samples received by express mail;

Administrative and IT Support
• Coordinate with the external IT team to schedule server updates and maintenance services (updates and other services);

• Manage office supply inventory and orders;

• File documentation, both paper and digital;

• When required, plan and coordinate workshop reorganizations and the physical relocation of equipment when an employee needs to move to a new workstation;

• Schedule internal meetings and place orders with caterers, if necessary;

• Schedule external meetings and book restaurants and hotels, if necessary;

• Manage invitations to one-off events and distribute tickets to guests;

• Coordinate the biannual update of the vacation calendar (September: winter + March: summer), obtain approval from the president, and share the approved calendar with the team;

Operations: Project Files / Service Proposals
• For any service proposal request, open a project number in the Excel sequential list and open the project in ABAK as quickly as possible so that staff members can enter their time;

• Based on the information provided by the president and/or project managers, prepare the service proposals to be sent to paying clients in the ABAK software and send them by email;
• Save all service proposals on the server, in the folder created for this purpose;

• Ensure that service proposals sent for approval are received signed;

• In cases where a service proposal is rejected, record it in the project list and close the project in ABAK.

Accounting Support
• At the end of the month, for invoicing purposes, follow up with subcontractors (designers, technologists, others)
• Enter subcontractor timesheets into the Abak system no later than the Friday of the month's end;

• Deposit customer checks received via AccèsD Affaires, record the deposit date and validation number on the deposit slip;

• Scan the check and the deposit slip
• Every Monday morning, collect each employee's timesheets and complete the payroll preparation summary file, then forward it to accounting;

• Manage the group insurance program.

Communication and Marketing
• Identify, with the president, the projects to be submitted to interior design competitions and ensure the registration of selected projects for the various competitions. In collaboration with our external graphic designer, prepare the application files;

• Manage the social media posting calendar and the topics to be published. Coordinate the scheduling of posts in collaboration with our external communications team;

• Coordinate the scheduling of photo shoots and ensure the dissemination of projects on our website and social media (Facebook, Instagram, LinkedIn, Index Design, etc.), in collaboration with our external photographer, graphic designer, and external communications team;

• Coordinate tasks related to the company's marketing, subject to the president's approval (e.g., ordering promotional materials, articles, etc.);

Human Resources
• Prepare employee employment contracts and, once signed, send a copy to accounting;

• Prepare performance evaluation forms (probationary and annual) as well as salary review forms and forward them to the appropriate department, with a copy to accounting;

• Create employee files and maintain all relevant documents (employment contracts, evaluations, reviews, etc.);

• Organize occasional team events;

• Plan annual budgets for upcoming events, in collaboration with the president;

• Maintain an up-to-date list of staff allergies/intolerances/other special needs;

• Ensure job postings are published on digital platforms and forward received resumes to the President.

Qualifications
Skills
• Excellent organizational skills, ability to multitask
• Self-motivated, proactive, and highly responsible
• Discreet
• Fluent in spoken and written French and English

Education
• College diploma (DEC) in office administration or equivalent relevant experience

Experience and Skills
• Minimum two (2) years in a similar role – Essential

Software
• Knowledge of Microsoft 365 and Teams – Essential
• Knowledge of ABAK software – Desirable

Based on an assessment conducted by our client, it has been determined that this position requires candidates to be fluent in English (oral and written). In particular, this position will require the employee to:
-communicate with English-speaking clients/partners/employees located outside Quebec on a daily basis
-work on client projects, products or deliverables that are required to be delivered to clients in English

Summary
Interested in this position?

Send us an email anytime at Voir email sur randstad.com

If you know anyone interested in administrative support positions, please feel free to provide them with our contact information. We will be happy to help them!

For more information on this and all other positions currently available, visit

We look forward to receiving your resume!

All resumes received will be considered equally.

Only selected candidates will be contacted.

Randstad Canada, 525 Viger Avenue West, Suite 501, Montreal, Quebec H2Z 0B

Randstad Canada is committed to fostering a workforce reflective of all peoples of Canada. As a result, we are committed to developing and implementing strategies to increase the equity, diversity and inclusion within the workplace by examining our internal policies, practices, and systems throughout the entire lifecycle of our workforce, including its recruitment, retention and advancement for all employees. In addition to our deep commitment to respecting human rights, we are dedicated to positive actions to affect change to ensure everyone has full participation in the workforce free from any barriers, systemic or otherwise, especially equity-seeking groups who are usually underrepresented in Canada's workforce, including those who identify as women or non-binary/gender non-conforming; Indigenous or Aboriginal Peoples; persons with disabilities (visible or invisible) and; members of visible minorities, racialized groups and the LGBTQ2+ community.

Randstad Canada is committed to creating and maintaining an inclusive and accessible workplace for all its candidates and employees by supporting their accessibility and accommodation needs throughout the employment lifecycle. We ask that all job applications please identify any accommodation requirements by sending an email to Voir email sur randstad.com to ensure their ability to fully participate in the interview process. show more