Bilingual Administrative Assistant

About the job

We are looking for a highly organized, reliable and bilingual Administrative Assistant who can provide day-to-day administrative and coordination support to the team while working remotely from outside Canada.

The successful candidate will be comfortable communicating professionally in both French and English
, managing documents and records, coordinating meetings and schedules, responding to inquiries, supporting students and faculty, and ensuring that administrative activities are completed accurately and on time.

• Provide day-to-day administrative support to management and the team.
• Prepare, organize and maintain administrative documents and records.
• Manage digital files, folders, forms and databases.
• Prepare letters, notices, reports, spreadsheets and other administrative documents.
• Maintain accurate and up-to-date records.
• Assist with data entry and information management.
• Track deadlines, follow-ups and outstanding administrative tasks.
• Maintain confidentiality of student, employee and institutional information.

• Assist with student inquiries received by email, phone or other communication channels.
• Provide basic administrative information regarding programs, schedules, documentation and procedures.
• Support student registration and onboarding processes.
• Maintain student records and documentation.
• Follow up with students regarding missing documents or administrative requirements.
• Coordinate student appointments and meetings when required.
• Escalate academic, financial or technical issues to the appropriate department.

• Assist with onboarding and administrative coordination for instructors and faculty.
• Collect and organize instructor documents, resumes, certifications and other required information.
• Maintain faculty records.
• Coordinate instructor schedules and meetings.
• Follow up on attendance, timesheets, course documentation and administrative submissions.
• Assist with preparation and distribution of teaching materials and administrative communications.

• Schedule meetings, interviews, orientations and appointments.
• Maintain calendars and coordinate availability across different time zones.
• Send meeting invitations and reminders.
• Prepare meeting agendas and supporting documents when required.
• Record and distribute meeting notes or action items when assigned.
• Follow up on outstanding action items.

• Respond professionally to emails and administrative inquiries in French and English
  .
• Draft and proofread correspondence in both languages.
• Translate routine administrative communications between French and English when required.
• Communicate with students, instructors, candidates, vendors and internal team members.
• Ensure communications are clear, professional and culturally appropriate.

• Prepare routine administrative reports and spreadsheets.
• Track enrollment, student, faculty or operational information as assigned.
• Maintain Excel/Google Sheets trackers.
• Compile information for management reports.
• Check documents for completeness and accuracy.
• Assist with presentations and other management materials.

• Diploma, certificate, college degree or Bachelor's degree in Business Administration, Office Administration, Management, Human Resources, Education Administration or a related field.
• 24 years of administrative, office coordination, education administration, HR or customer-service experience.
• Fluent French and English – mandatory.
• Excellent written and verbal communication skills in both languages.
• Strong organizational and time-management skills.
• High attention to detail.
• Strong Microsoft Office / Google Workspace skills.
• Ability to manage multiple priorities and deadlines.
• Ability to work independently with minimal supervision.
• Comfortable working with international teams and different time zones.

• Previous experience supporting a college, university, training institution or education company.
• Experience working with students or faculty.
• Experience working remotely for a Canadian or international organization.
• Knowledge of administrative or education processes.
• Experience with CRM, student management or HR information systems.
• Experience preparing reports and dashboards.

• Bilingual in French and English
• Highly organized and detail-oriented
• Professional and customer-service oriented
• Comfortable communicating with students and…