Administrative assistant - CDPQ Mexico
Job Description
Role
Based in Mexico, the candidate is a part of the administrative support management as well as maintaining the operational support required for the office to operate effectively. Overall, he/she contributes to the rigorous management of the files and promotes collaboration and teamwork. The candidate works with other locations of the CDPQ group, especially with the Montreal head-quarter. He/she establishes and maintains courteous and respectful relationships with in-house and external partners and contributes to the achievement of their objectives.
Main responsibilities
Provide administrative support to the team: manage the schedule and/or the emails of senior members of the office by sorting and emphasizing priorities, by scheduling dates for appointments and meetings, by directly organizing the less important subjects and ensuring the necessary follow-ups;Receive, screen and forward phone calls when members of the office are absent, follow up and send information and greet visitors;Organize the business travel of members of the team and prepare expense claims;Book meeting rooms, register and welcome visitors and notify the team member concerned;Regularly update contact lists for members of the team;Prepare and revise quality presentations according to schedule;Organize files and ensure they are maintained in an orderly, secure fashion;Maintain an inventory of supplies and ensure procurement;Book taxi for guests;Carry out administrative follow-up, manage deadlines and track all requests made to the team; Manage vendors, track invoices, prepare payment requests and ensure end to end process of vendor payments.File and maintain records in an orderly and secure fashion;Contribute to the optimization of monitoring methods by promoting the use of effective tools and/or improving processes;Maintain the inventory of office supplies, replenish supplies when necessary and order business cards for team members;Organize coffee and lunch service during business meetings;Receive, sort and deliver mail to team members daily, and process outgoing international mail;Replace, if required, the administrative services coordinator during her leave and vacation;Proficient with use of IT and technologyComplete every other related task that the team leader may assign or that is required by his functions.Requirements
Bachelor degree in any discipline – (Finance, HR, Marketing, Operations Management)Minimum 10 years of experience in similar functions;An equivalent combination of education and experience will be considered;Excellent proficiency of general IT tools, particularly MS Outlook (particularly in Calendar Management) Word, Excel and PowerPoint software;Knowledge of Sharepoint considered an asset;Sound knowledge of budgetary concepts and processes;Excellent proficiency of English, spoken and written;Knowledge of French, an asset.Competencies
Collaborative, works well in a team;Strong work ethic;Is meticulous and produces highest quality work product;Eager to learn new things proactively to make work life efficient for teamRigorous;Strong and collaborative interpersonal skills and dynamic attitude;Flexible and available;Responsible, dependable and careful;Energetic and multi-tasker;Organized;Autonomous;Analytical;Discrete.Nous contacterons uniquement les personnes retenues pour une entrevue.
La Caisse offre des chances d'emploi égales à tous. Elle invite les femmes, les membres des minorités visibles et ethniques, les autochtones et les personnes handicapées à présenter leur candidature. La Caisse s'engage également à poursuivre l'intégration de la diversité et à en faire une source d'enrichissement et de fierté pour tous ses employés.
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