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Job
 

Bilingual administrative assistant

Reference number: 
96917
Publication date: 
> 20 days 
Main functions: 
About the Position:
As a Dynamix Administrative Assistant you will be in charge of the day to day office administrative tasks that will help create a more productive and efficient organization.

Responsibilities:

• Provide administrative support to the director of the company
• Greet callers and handle their inquiries or direct them according to their needs
• Assist with mailing and prepare correspondence
• Manage accounts receivable, invoicing and account payable
• Handle deposits
• Sell birthdays parties
• Perform canvassing on suppliers
• Ensure database maintenance
• Confirm events information with customers prior to the event
• Conduct post customer follow ups
• Planning corporate events, holiday parties, and weekly events for staff
• Assist in occasional equipment development
• Assist with filing and maintenance of file cabinets
• Perform other administrative duties as assigned
State: 
Permanent
Schedule: 
Full time
Quarter: 
Day
Salary: 
30K$ to 35K$ by year
Job start date: 
2015-10-09
Number of positions to fill: 
1
Detailed description: 
Primary Duties and Responsibilities
The Administrative Assistant performs a wide range of duties including some or all of the following:
Coordinate Birthday Events
• Oversee all birthday party sales (return calls and e-mails, providing information about our services)
• Book parties and enter them in the schedule
• Take note of clients’ referrals
• Create and send sales confirmations
• Follow up with clients for feedback after the event
• Mail
• Look for good advertising opportunities
• Maintain a list of available venues to suggest to clients
• Develop arrangements with various party venues

Follow up on School Program Sales
• Send clients tentative schedules and follow up to receive confirmation and breakdown of groups to be visited
• Enter program events in all relevant calendars and schedules
• Communicate with clients regarding any necessary date changes or make up sessions
• Accounts receivable: create and send Sales Orders, follow up for confirmation, send invoices, and file in clients’ folder
• Receive payment and make deposits


Office Administration
• Answer phones and transfer calls or take messages
• Post, update, and renew job postings on various job posting sites
• Sort through job applicants and schedule interviews
• Schedule administrative meetings for office staff every two weeks, and prepare meeting agendas
• Create or modify existing forms and systems used within the office
• Mail promotional materials to clients
• Arrange for pick up and delivery of packages with the courier company
• Various other administrative tasks

Equipment
• Helping with the preparation of equipment required for animation
• Fielding questions from animators regarding equipment
Requirements
Languages asked for
French: 
Excellent
English: 
Excellent
Education
Details: 
Requirements:
• At least 6 months experience in an administrative position
• Excellent spoken and written French and English
• Superior interpersonal and communication (written and verbal) skills
• Strong organizational skills to establish priorities, coordinate and carry out responsibilities and meet deadlines
• Self-starter with the ability to work independently under minimal supervision
• Analytical and problem solving skills
• Professional, polished and discreet
• Commitment to excellence in client service
• Attention to detail and high level of accuracy
• Advanced knowledge of Word, Excel, PowerPoint and Microsoft Outlook
• Eagerness to learn and to take initiatives
• Ability to work alone as well as within a team

Working experience
Minimum experience required: 
6 months
Qualifications required: 
Personal characteristics

The Administrative Assistant should demonstrate competence in some or all of the following:
• Behave Ethically: Understand ethical behaviour and business practices, and ensure that own behaviour and the behaviour of others is consistent with these standards and aligns with the values of the organization
• Build Relationships: Establish and maintain positive working relationships with others, both internally and externally, to achieve the goals of the organization.
• Communicate Effectively: Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques.
• Creativity/Innovation: Develop new and unique ways to improve operations of the organization and to create new opportunities.
• Focus on Client Needs: Anticipate, understand, and respond to the needs of internal and external clients to meet or exceed their expectations within the organizational parameters.
• Foster Teamwork: Work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness.
• Lead: Positively influence others to achieve results that are in the best interest of the organization.
• Make Decisions: Assess situations to determine the importance, urgency and risks, and make clear decisions which are timely and in the best interests of the organization.
• Organize: Set priorities, develop a work schedule, monitor progress towards goals, and track details, data, information and activities.
• Plan: Determine strategies to move the organization forward, set goals, create and implement actions plans, and evaluate the process and results.
• Solve Problems: Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem.
  • Resume required
  • Work place
    Ville st-laurent ,  Montreal, Quebec