Administrative Assistant

Sector: Energy
Site: QC-CA (Montreal) | HEAD OFFICE
Job Code: 1091
# of openings: 1

Description

POSITION SUMMARY

 

Provide administrative and secretarial services required by the Vice President of Operations.

 

RESPONSABILITIES

 

 

  • Proactively review Sr. Executive calendar to integrate events.

  • Manage the changing agenda of Vice President of Operations (high volume operations).

  • Maintain external contacts, calendars, travel arrangements.

  • Organize conference calls/meetings.

  • Classify and archives of document.

  • In collaboration with the Executive Assistant to the Senior Vice President, prepare the annual calendar of monthly meetings (monitoring of major projects) and quarterly (performance review).

  • Facilitate on a monthly basis, timeline of preparation for activities related to monthly and quarterly meetings. Organize agenda and necessary arrangements.

  • Perform the necessary follow up to meet these deadlines. Collect, process and distribute all documents.

  • Convene and organize various other events internally and externally.

  • Organize and coordinate the operations of the Kruger Energy team and events (working lunches, team activities, etc.).

  • Stay current on technology to continue to improve collaboration within the operations unit and improve productivity.

  • Ensure proper operation of equipment and the availability of necessary office equipment (purchase of supplies, ordering coffee, etc.).

  • Verification of monthly reports, maintain records and distribution to senior management (President and COO )

  • Process and submit expense reports.

  • Participation in monthly meetings of the operations unit and the preparation of the minutes and action items.

  • Work as a team with Appropriation Committee on the follow up of the Capex requests issued by the division staff and maintain the sharepoint database.

  • Coordinate and perform all registrations and reservations for staff attending conferences and trainings during the year (forms, agendas, itineraries, etc.).

  • Administrative support to project development team on all bids (preparation of binders, download of documents from data sites, etc.).

  • Perform other similar tasks to the request of the Vice President of Operations.

  • Maintain shared database for the Energy team (structure, permissions, etc.).

 

REQUIREMENTS

 

  • College diploma (DEC), preferably in office techniques.

  • 8-10 years of experience in a similar position

  • Bilingualism – French and English

  • Excellent knowledge of standard Windows software.

  • Team player to work under pressure and at a fast pace environment and to manage many priorities & tasks simultaneously.

  • Excellent communication and organization.

 

*Words importing the masculine gender shall include the feminine gender.



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