Adjoint(e) exécutif(ve) Ingénierie / Engineering Executive Assistant

Expleo•Mirabel, QC

4d•Hybrid

About The Position

EXPLEO GROUP CANADA is looking for an Engineering Executive Assistant to join a dynamic and expanding team in Mirabel, QC (Hybrid position). Expleo is a trusted partner for end-to-end, integrated engineering, quality services, and management consulting for digital transformation. We are a talent incubator. The time you spend at Expleo will turbo-charge your career, allowing you to work on complex technical challenges, enjoy opportunities to expand your skills, and take part in inspiring, multi-disciplinary collaborations with your colleagues. Whether working on autonomous vehicles, green planes, the factories of tomorrow, or cutting-edge banking technology, you will have the opportunity to become a bolder version of yourself. Let’s change the game together. This is a 1-year assignment, renewable.

Requirements

You have a minimum of 5 years of relevant experience directly related to administrative support.
You have strong knowledge of office tools, including Google Suite and SAP.
You have excellent communication skills in French and English, both written and spoken.
You demonstrate the ability to plan, organize, and prioritize; take initiative; exercise sound judgment; anticipate needs and requirements; and work under time constraints and pressure.
You demonstrate discretion.
You know how to work effectively in a team.
You are customer-oriented.
You have strong attention to detail.
You have the ability to work within a versatile and multicultural team.

Responsibilities

Manage the Engineering Director’s emails to ensure timely responses to requests from internal stakeholders as well as external suppliers.
Draft responses and/or respond independently when appropriate.
Follow up on actions assigned to their direct team.
Manage the director’s calendar by making the necessary changes based on daily priorities.
Respond to information requests, schedule meetings, prepare the necessary documentation, and ensure related follow-up actions.
Maintain the team’s governance calendar and ensure that all deadlines related to group governance are met.
Maintain and manage effective budget tracking for the team and validate expense reports.
Prepare PR forms and PO requests for the department and subcontractors.
Follow up with Accounts Payable regarding outstanding payments.
Participate in the creation of memos, and review and translate various documents.
Prepare travel itineraries and make the necessary reservations.
Maintain contact with various direct reports, as well as members of senior leadership.
Prepare expense reports using the appropriate tools, including coordinating expense reimbursements with service providers.
Create all IT and access requests for new hires, including access, badges, IT equipment, etc.
Manage and organize new-hire onboarding sessions.
Manage and order office supplies.
Provide administrative support to the leadership team, including organizing meetings, ordering catering services, booking meeting rooms, etc.
Provide administrative and on-site support for visits from external suppliers.
Organize and oversee the Engineering function events.
Coordinate communications for the Engineering Community.
Perform any other relevant tasks related to the role.