Adjoint; e exécutif

Position: Adjoint (e) exécutif
* Schedule and coordinate meetings, address catering and video conferencing needs, and take meeting notes and follow up on action items.
* Manage email calendars and draft internal and external correspondence and memos on behalf of senior leaders.
* Prepare and process expense reports, purchase requirements and invoices.
* Prepare and review PowerPoint presentations, organizational charts and other materials for Sales and HR leaders.
* Act as primary contact and reviewer for all translations from English to French (global materials, sales documents, HR documents, trainings, etc.). Send materials to translation vendor, proof-read, suggest edits.
* Act as member of OLF francization committee – participate in meetings and own action items.
* Maintain accurate and updated information on Carrefour Lobby Québec.
* Support regional and national sales meetings with scheduling, coordination with events and travel teams, on-location attendee registration and support, and procuring awards and trophies.
* Provide back-up support to on-site Dorval Facilities leader in tasks such as ordering office supplies, distributing mail, greeting visitors and contractors, signing for packages and preparing building access cards.
* Support the onboarding of new leaders with IT access requests, orientation schedules and materials.
* Support on-site engagement and employee activities.
* ** You are bilingual    (English and French)   
** English language skills are essential for communicating with, supporting, and providing services to individuals, employees, or partners who do not speak French, particularly when they are outside the province of Quebec
* Post Secondary education is preferred
* Fluent in English and French, written and oral – experience with translation an asset
* 6 + years of related professional experience
* Proficient in Microsoft Office programs
* Experience and comfort using various systems and applications
* Effectively apply knowledge of job and company policies and procedures to complete a variety of assignments.
* Work closely with other administrative assistants to ensure consistent flow of communication and coordination of efforts.
* Self-directed and ability to anticipate leader needs and offer support and solutions.
* Ability to treat sensitive information, exercising diplomacy and tact in all interactions.
* Ability to prioritize and handle multiple tasks while meeting deadlines.
* Ability to interface with employees at all organizational levels.
* Detail oriented and able to work with a high level of confidentiality.
* Full dental and health benefits including life insurance from day 1
* Pension plan with employer matching after 3 months of employment
* Incentive plan participation
* Paid vacation and sick days
* Tuition reimbursement
* In-house training on safety measures, warehouse tasks and equipment
* Planifier et coordonner les réunions, gérer les besoins en service de traiteur et visioconférence, et prendre les notes de réunion et le suivi des éléments d’action.
* Gérer les agendas électroniques et rédiger la correspondance et les notes internes et externes au nom des hauts dirigeants.
* Préparer et traiter les rapports de dépenses, les besoins d’achats et les factures.
* Préparer et réviser des présentations PowerPoint, des organigrammes et d’autres documents pour les équipes des Ventes et des RH.
* Agir comme personne-ressource principale pour la révision de toutes les traductions de l’anglais au français (documents globaux, documents de vente, documents RH, formations, etc.). Envoyer les documents au fournisseur de traduction, réviser, suggérer des modifications.
* Siéger au comité de francisation de l’OLF – participer aux réunions et assurer le suivi des éléments d’action.
* Maintenir des informations exactes et à jour sur Carrefour Lobby Québec.
* Soutenir les réunions de vente régionales et nation ales en assurant la planification, la coordination avec les équipes des événements et des voyages, l’inscription et le soutien des participants sur place, ainsi que l’approvisionnement en prix et trophées.
* Offrir un soutien de rem placement au responsable des installations à Dorval pour des tâches telles que la commande…