Job Summary

Ensure the smooth running of the office's administrative, accounting and organizational activities while providing effective support to management and employees.

Key Responsibilities

As a member of the administrative services team, you will provide site-level and staff-wide support:

Administrative tasks: Manage supplies and snacks/fresh fruit inventory and perform necessary purchases. Ensure proper functioning of office equipment and materials. Greet visitors and enforce security rules; respond to the needs of internal or external visitors to your entity. Coordinate shipments and receipt of orders. Manage badges and access cards; reserve meeting rooms.
Accounting tasks: Coordinate basic accounting tasks; regularly monitor credit card expenses and perform credit card reconciliations; track subscriptions and licenses; process invoices and code them in the SAP ERP system or perform related tasks; when needed, assist employees with expense reports and bookings in Concur.
Support to management and other services: Assist management with internal communications and ad hoc operations. Create and modify presentations for monthly meetings.
Organization of meetings/events (internal and external): Order, receive and organize business and group meals; ensure appropriate follow-up.
Organization of activities for both offices: Actively participate in preparations for events proposed by the social committee, HSE committee, etc.; organize and follow up on annual entity activities.
HR assistance: Prepare onboarding for new employees in Montreal (workstations, badges, access). Manage offboarding according to procedures. Extract and verify training timesheet data.

Minimum Requirements

Skills and Abilities

Oral bilingualism (French and English);
Good knowledge of Microsoft Office suite;
Ability to handle sensitive information with discretion, responsibility and sound judgment;
Demonstrated organizational skills with a proactive mindset and the ability to prioritize tasks.

Education

High school diploma in office or administrative studies and/or equivalent experience.

This position requires a good knowledge of English to interact with, support and/or provide services to clients, employees and/or international partners as well as foreign government authorities who do not speak French.

Preferred Qualifications

Bilingual (oral and written) in French and English;
Advanced skills in MS Office, including Outlook, Word, Excel and PowerPoint;
Knowledge of Concur (travel and expense management) and SAP ERP is an asset;
Basic accounting knowledge;
Proactive, autonomous, organized and customer service oriented;
Good team spirit and interpersonal skills;
Ability to plan and coordinate activities;
Ability to manage multiple tasks simultaneously in a dynamic environment;
Demonstrated rigor, reliability and flexibility.

Benefits

Thales provides an extensive benefits program for all full-time employees working 24 or more hours per week and their eligible dependents, including the following:

Company-paid extended health, dental, HSA, life, AD&D, short-term disability, travel insurance, Employee Assistance Plan and well-being program.
Retirement savings plans (RRSP, DCPP, TFSA) with a company contribution and a match to a DCPP, with no vesting period.
Company-paid holidays, vacation days, and paid sick leave.
Voluntary life, AD&D, critical illness and long-term disability coverage.
Employee discounts on insurance (home and auto).

Thales is an equal opportunity employer that values diversity and inclusion in the workplace. Thales is committed to providing accommodations throughout the recruitment process. Applicants selected for an interview who require accommodation are asked to advise accordingly upon invitation; we will work with you to meet your needs. All accommodation information provided will be treated as confidential and used only to provide an accessible candidate experience.

Administrative Assistant