Reports to: Director Human Resources and Administration
Location: Montreal

1. Admin Function:

  • Coordinate and arrange meetings, prepare agendas, and prepare minutes of meetings to tight timetables.
  • Manage diaries to schedule these meetings and other appointments.
  • Book travel and make hotel arrangements as needed
  • Assist in acquiring travel visas as needed
  • Assist with creating, editing spreadsheets and presentations
  • Assist with the production of Reference Guides and/or regularly scheduled reports
  • Proofread documentation prepared by others.
  • Other duties as assigned

Receptionist Function:

  • Responsible for mail and courier including all arrangements for pick up (posting office and drop box), sorting, distribution, and outgoing mail
  • Maintain office / kitchen supply inventory
  • Liaise with office facility vendors
  • Manage the info@aci and aci@aci
  • Manage the reception@aci, forward voice messages to the right staff/department
  • Kitchen organization and maintenance
    • Load/Empty Dishwasher each day
    • Set up Coffee Machine & Milk
    • Ensure kitchen is in neat and tidy order
  • Maintain/Update Reception logs/lists:
    • Emergency evacuation lists and procedures
  • Meet and greet guests
  • Assist with Office events
  • Order staff business cards
  • Coordinate office facility maintenance
  • Reservation of conference rooms
  • Other duties as assigned

2. Skills and Abilities

  • Minimum College diploma or DEC;
  • Minimum of 5 years of proven administrative experience;
  • High level of proficiency in MS Office
  • Experience with travel and expense management software: Concur (an asset)
  • Ability to exercise discretion and confidentiality; adept at handling sensitive documents and information
  • Excellent time management skills and ability to prioritize work;
  • Excellent written and verbal communication skills in English (French an asset);
  • Self-starter able to work without close supervision
  • Attention to detail and problem-solving skills;
  • Strong organizational and planning skills;
  • Establish and maintain positive working relationships with others both internally and externally;
  • Ability to work under pressure and meet deadlines;
  • High level of proficiency in MS Office (InDesign an asset)

3. Team Values

  • Member focus
  • Integrity
  • Professionalism
  • Teamwork


Should this position interest you, please send your resume and cover letter (including salary expectations) to Applicants may undergo testing through written examinations.