Administrative Assistant, Inbound & Outbound Transportation

BRP•Montreal, QC

2d•Hybrid

About The Position

This role provides essential administrative and executive support to Directors of Inbound and Outbound Transportation, and the VP of Supply Chain. The Administrative Assistant will manage complex calendars, coordinate travel, prepare meeting materials, and handle financial and reporting support including budget tracking and forecasting. Additionally, the role involves operational coordination, cross-functional support for the supply chain team, and assisting with new employee onboarding. The position requires a proactive and collaborative individual with strong organizational and communication skills.

Requirements

Strong proficiency in Microsoft PowerPoint (advanced) and Microsoft Office Suite
Excellent organizational and time management skills, with the ability to manage multiple priorities
Strong written and verbal communication skills
Basic understanding of budgeting, forecasting, and expense tracking
Ability to work with financial data and identify/explain variances
High attention to detail and accuracy
Ability to handle confidential information with integrity
Strong problem-solving skills and proactive mindset
Collaborative and adaptable, able to support multiple leaders

Nice To Haves

Experience supporting senior leadership (Directors/VP level)
Experience in supply chain, transportation, or operations environments
Familiarity with financial tools, reporting systems, or ERP platforms

Responsibilities

Provide day-to-day administrative support to two Directors (Inbound and Outbound Transportation) and the VP of Supply Chain as required
Manage complex calendars, including scheduling meetings, coordinating availability, and organizing agendas
Prepare meeting materials, presentations, and summaries
Coordinate travel arrangements and process expense reports
Develop, format, and enhance high-quality PowerPoint presentations for leadership meetings
Draft, edit, and format reports, correspondence, and other business documents
Ensure clear and professional communication across internal and external stakeholders
Assist in the preparation and tracking of annual operating (OH/OPEX) budgets
Support monthly forecasting and variance analysis
Maintain accurate financial documentation and ensure proper cost coding
Compile reports and dashboards to support decision-making
Manage purchase requests and follow up on procurement processes
Maintain an organized filing system (digital and physical) for easy retrieval of information
Handle confidential information with discretion
Screen and prioritize communications (email, phone) for leadership
Provide administrative support to the broader supply chain team as needed
Coordinate meeting logistics (room bookings, materials, equipment)
Manage service desk requests, mail distribution, and general office coordination
Track team availability (vacations, absences)
Support onboarding of new employees (access requests, equipment coordination, onboarding materials)
Act as a point of contact for administrative processes and team-related inquiries
Participate in administrative team meetings to share best practices and improve processes