Bilingual Receptionist/Service Assistant (1 Year Contract)

at  Beneplan Inc

REQUIREMENTS

• A professional, mature team player with corporate EA and office manager experience, leadership skills and a “can do” attitude. Be innovative & devise ways to streamline processes.
• 2-3 years’ experience as an Executive Assistant, Service assistant or a similar role with high proficiency in working in a multi function, fast paced environment.
• Demonstrated ownership, accountability and ability to function as a team player - Highly organized and able to manage multiple tasks and conflicting priorities under tight timeframes using problem-solving skills & “out of the box” thinking/approach.
• Proactive. Highly motivated to take initiative and do necessary work without being told. Does not allow themself to be limited by “job descriptions”. Able to make sound decisions with limited direction and information.
• Excellent bilingual written/verbal communication skills, strong relationship builder, diplomacy skills tied to interpersonal effectiveness required in a fast-paced company, dealing effectively and professionally with stakeholders across various levels.
• Patient, flexible and detail oriented with an ability to communicate clearly and maintain adherence to tight schedules and deadlines.
• Proficient in MS Office suite, email systems & office/administrative software. Skilled in report generation, manipulation and providing interpretive analysis of reports.
• Demonstrated discretion, confidence and independent judgment in dealing with highly sensitive matters in a confidential/privacy focused setting .
• The candidate must possess technical proficiency with software applications and office systems as required (i.e. MS Office, Word, PowerPoint, Excel, Outlook, printers, copiers, desktops, laptops, mobile etc.)
• Bachelor’s degree in a related discipline is an asset. Bilingualism (French) is necessary.
  Job Types: Full-time, Fixed term contract
  Contract length: 12 months
  Pay: $59,000.00-$61,000.00 per year

Additional pay:

• Bonus pay

Benefits:

• Casual dress
• Company events
• Dental care
• Disability insurance
• Employee assistance program
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• RRSP match
• Vision care

Schedule:

• 8 hour shift
• Monday to Friday
• No weekends

Work Location: In person
Application deadline: 2025-02-17
Expected start date: 2025-03-0

THIS IS NOT A “WORK FROM HOME” ROLE. THE SUCCESSFUL CANDIDATE WILL BE REQUIRED TO ATTEND THE OFFICE MON-FRI, 9AM TO 5PM.

Successful candidate MUST be fluently bilingual (English/French). You will not be considered for this role if you are not bilingual.

YOU WILL NOT BE CONSIDERED FOR THIS ROLE IF YOU DO NOT HAVE SOME EXECUTIVE ASSISTANT, RECEPTION & SERVICE EXPERIENCE.

If you share our commitment to productivity, effectiveness and operational efficiency, crave meaningful work, embrace change, inspire a positive work environment and help champion quality, innovation, teamwork and service to the business. We want to speak with you!
With competitive base compensation, benefits coverage & RRSP offering and a conveniently located, relaxed work environment with added perks, we offer a unique opportunity to learn voraciously, stretch your thinking, share your knowledge and educate others. You’ll communicate and collaborate with industry professionals and cultivate winning relationships by building trust with business and our partners.

RESPONSIBILITIES

• Support 2 company executives with managing their schedules including calendar management, booking meetings, booking company events, Travel etc.
• Providing organized, efficient and a high caliber of administrative & service support for the business. Be adept with client correspondence & request management, be proactive, anticipate organizational & executive needs, ensuring excellent service and professionalism at every interaction.
• Plan, coordinate, and arrange organizational meeting/event logistics, catering, facility bookings. Attend meetings/events as requested. Record minutes, action items and ensure appropriate follow up occurs. Draft, prepare, edit and format event invite letters, AGM reports, presentations, spreadsheets and other client correspondence using MS Office (i.e. Word, Excel, PowerPoint).
• Reception coverage: Efficiently manage and promptly respond to all incoming enquiries for information or re-direct to the appropriate person - receive, sort distribute, redirect or respond to mail, phone, email or in-person inquiries or other requests and ensure appropriate follow up action is taken where required. Monitor EA & associated emails and triage/respond to email requests.
• Assist with client service requests, respond to emails, liaise and communicate with internal & external stakeholders, proactively prepare information in advance of events or meetings.
• Plan, coordinate and execute on day to day office administration, management & housekeeping items (in conjunction with building facilities mngt.) to ensure office is in clean & impeccable shape. Be innovative & devise ways to streamline processes. Coordinate service, repairs or replacements in the most cost-effective method ensuring a minimal carbon footprint as possible.
• Handle office supply ordering and vendor deliveries as needed - distribute mail internally, prepare packages/shipping label for mail out.
• Assist with internal asset tracking/deployment (track in excel, the deployment of laptops/mobile phones, other hardware etc.)
• Flexible in adjusting to changing work priorities. proactively address & resolve issues within own area of accountability and ensure others are informed of any matters requiring their attention. Be able to prioritize and manage own workflow to ensure quality and efficiency to meet deadlines.
• Participate fully as a member of a team and contribute to a positive work environment, applying appropriate due diligence ensuring accuracy in promptly completing all assigned tasks.
• Assist with any other ad-hoc related duties or functions as necessary & required.