Administrative Associate

Company:

Description:

We are seeking a highly organized and proactive Administrative Associate to join our team in Montreal or Quebec City

The Administrative Associate provides administrative and operational support to a designated group of consultants. The role is responsible for coordinating and streamlining day-to-day office activities by prioritizing incoming requests, organizing workflows, and delegating appropriate tasks to clerical support staff.

Key responsibilities include processing, tracking, and maintaining accurate records for client invoices, as well as managing calendars, scheduling meetings, and coordinating domestic and international travel arrangements. The Administrative Associate also ensures all documents and deliverables meet high-quality formatting, branding, and proofreading standards.

In addition, this position serves as a point of contact for complex or sensitive inquiries, using sound judgment to resolve issues or route matters to the appropriate stakeholders. The role is expected to identify opportunities to improve administrative tools and processes, and to implement enhancements that increase efficiency and support overall departmental performance. This is a hybrid role that requires being in the office 3 days a week.

We will count on you to:

• Compile administrative information by researching sources, collecting and interpreting data, entering data, designing new formats for department use, and maintaining database information.
• Manage the issuance of invoices to certain clients
• Ensure continuity of administrative work operations by documenting and communicating needed actions to management, discovering irregularities, and determining continuing needs.
• Manage calendars, schedule meetings, resolve scheduling conflicts, and arrange travel.
• Processes completion of expense reports in a timely manner
• Provide back-up AA support within business unit and collaborate with other AAs in offices across Canada.
• Handle higher-level internal and external inquiries to support a high level of customer satisfaction and effective communication.
• Undertake general administrative duties and specific projects as required.
• Continuously improve administrative job knowledge by attending educational workshops, reviewing professional publications, establishing personal networks, and benchmarking state-of-the-art practices

What you need to have

• Excellent time management and multitasking abilities.
• Bilingual proficiency in English and French (oral and written).
• Strong problem-solving skills.
• High level of discretion and confidentiality.
• Proficient in office software and database management (PowerPoint, Excel & Word)
• Ability to work independently and as part of a team.

What makes you stand out:

• knowledge of accounting principles and common industry acronyms

Why join our team:

• We help you be your best through professional development opportunities, interesting work and supportive leaders.
• We foster a vibrant and inclusive culture where you can work with talented colleagues to create new solutions and have impact for colleagues, clients and communities.
• Our scale enables us to provide a range of career opportunities, as well as benefits and rewards to enhance your well-being.