Bilingual French SR Administrative Assistant to VP and team Job in Burlington Xxxxxx, Ontario Canada

Providing administrative and financial support to the VP of Programming Community Relations and team in Ontario and Québec, in day-to-day and project based activities. Performs a variety of administrative tasks in accordance with the established procedures and timelines. This includes preparing reports, purchase requisitions, bookings, tracking expenditures, maintaining records, typing and filling of correspondence, data entry, coordinating meetings and answering phone calls and inquiries.

KEY RESPONSIBILITIES:
•Provides a high level of administrative support to the VP and Senior management team
•Transcribes letters, memos, reports and meeting minutes using MS office applications. Writes and edits documents as assigned.
•Tracks departmental costs, expenses and accruals; codes all invoices and ensures timely payment. Maintains and updates departmental expenses and PO’s on Oracle.
•Organize management meetings/conference calls, and department Quarterly meetings, and attend meetings to record the minutes.
•Assist in the development and distribution of agendas and the following-up of action items to all participants.
•Maintains Management’s calendars, schedules meetings, handles travel arrangements and prepares agenda as directed.
•Liaise with department administrative assistants and provides back up support as required.
•Screen telephone calls, incoming mail, publications and other correspondence. Routes and handles calls and mail accordingly. Expedites matters requiring action from other managers/supervisors.
•Prepares and issues various reports, memos, department bulletins, and communications
•Ensure proper and timely filing, electronic and paper-based
•Arrange the logistics of business trips (travel, booking, etc.)
•Maintains a record of absenteeism and vacation time for the management team.
•Assists with other departmental requests as required and performs special projects as assigned.
•As part of their work, employees must take all necessary measures to ensure their own health and safety, and that of their co-workers and the public in general. They must use all available personal protective equipment at all times, and comply with all Health Safety instructions, guidelines, policies and procedures issued by the Company.
•To support company’s ultimate goal of providing excellent service to current and potential customers, the incumbent must be constantly attentive and responsive to both external and internal customer’s needs and assist in the resolution of any issues or concerns in a timely and professional manner while ensuring that the solution meets the customer’s

ESSENTIAL QUALIFICATIONS:
•Fluency in French and English in both written and oral communication is required
•College Diploma in relevant discipline or equivalent education and experience.
•5 -8 years demonstrated experience providing Senior Level management support in a fast paced environment
•Experience with financial systems with the ability to provide reports on an as needed basis.
•Experience preparing correspondence in English and French as well as preparation of Power point presentations and administrative report
•Understanding of administrative processes to support the needs of multiple individuals in a high volume department.
•Solid interpersonal skills and high level of professionalism
•Advanced PC skills including the ability to work proficiently in MS Word, PowerPoint and Excel, Microsoft Outlook.
•Knowledge of Oracle, Visio and Front Page is an asset.
•Knowledge of general accounting principles and practices.
•Detail oriented with solid problem solving, skills is required.
•Exceptional organization skills and adaptable to working with conflicting priorities, deadlines, and changing workflows in a fast-paced environment is required.
•Ability to monitor own work for quality is required.
•Self motivated with the ability to take initiative in identifying and resolving problems independently.

Senior Recruiter: Caylin Hopkins chopkins@aplin.com
Reference Number: MH213015