Administrative Assistant

Beneva•Quebec, QC

5d•Hybrid

About The Position

As an Administrative Assistant reporting to the VP of Actuarial and Products, Business Insurance, you will proactively anticipate their needs and provide administrative support. You will offer technical support in carrying out administrative tasks, leveraging your collaborative spirit, resourcefulness, and initiative. As a member of the management committee, you will participate in managing various events, ensuring their smooth operation. You will find fulfillment in the following functions: Direct support to your immediate supervisor: Maintain the agenda and handle certain emails. Make reservations with carriers and hotels. Prepare expense reports, purchase orders, and supplier invoices. Prepare letters, memos, reports, presentations, and other documents, and ensure the correction or translation of documents when required. Technical and administrative support for the preparation and execution of vice-presidential and management committee meetings: Schedule management committee meetings, propose the agenda, attend management committee meetings, and take minutes. Coordinate meeting topics with participants and the production of various reports for the committees. Play a proactive role in fostering the vice-presidency's dynamics by contributing to engagement, recognition, and organizational culture initiatives. Coordinate the reception of invitations from various committees in which the vice-president participates internally and externally to ensure their availability (industry committees, boards of directors, congresses, conferences, etc.). Participate in budget preparation by conducting necessary research to enable your supervisor to control expenses. Handle confidential documents and files, and correspondence with authorities such as the AMF, including quarterly and other filings. Provide administrative support to the principal directors of the vice-presidency. Provide logistical and administrative support for various corporate events initiated by the management committee (manager meetings, employee meetings, quarterly planning meetings, etc.).

Requirements

College diploma in office technology or secretarial studies.
Minimum of 7 years of relevant experience as an executive assistant.
Advanced proficiency in MS Office suite tools (Word, PowerPoint).
Demonstrated ease in writing texts.
Advanced proficiency in both spoken and written French and English.

Responsibilities

Maintain the agenda and handle certain emails.
Make reservations with carriers and hotels.
Prepare expense reports, purchase orders, and supplier invoices.
Prepare letters, memos, reports, presentations, and other documents, and ensure the correction or translation of documents when required.
Schedule management committee meetings, propose the agenda, attend management committee meetings, and take minutes.
Coordinate meeting topics with participants and the production of various reports for the committees.
Play a proactive role in fostering the vice-presidency's dynamics by contributing to engagement, recognition, and organizational culture initiatives.
Coordinate the reception of invitations from various committees in which the vice-president participates internally and externally to ensure their availability (industry committees, boards of directors, congresses, conferences, etc.).
Participate in budget preparation by conducting necessary research to enable your supervisor to control expenses.
Handle confidential documents and files, and correspondence with authorities such as the AMF, including quarterly and other filings.
Provide administrative support to the principal directors of the vice-presidency.
Provide logistical and administrative support for various corporate events initiated by the management committee (manager meetings, employee meetings, quarterly planning meetings, etc.).