Caisse de dépôt et placement du Québec (CDPQ) Looking for Administrative assistant*, CDPQ Global at Ciudad de México, México Full Time

• The level of the role may vary depending on the experience of the person retained

Role

Reporting to the Managing Director, Private Equity and Managing Director, CDPQ Mexico, the incumbent will support and assist the managers of the office and will second the office coordinator when it comes to office management and general coordination. Overall, the candidate will contribute to the rigorous management of the logistics and files of the office as well as promoting collaboration and teamwork.

In this role, the administrative assistant will work closely with the other offices globally and especially with the Montreal office. He/she will establish and maintain courteous and respectful relationships with in-house and external partners and will contribute to the achievement of their objectives.

Main Responsibilities

Management Support

• Receive, sort and deliver mail to team members daily, and process outgoing international mail;
• Complete every other related task that the team leader may assign or that is required by his functions.
• Provide administrative support to the team: manage the schedule and/or the emails of senior members of the office by sorting and emphasizing priorities, by scheduling dates for appointments and meetings, by directly organizing the less important subjects, and ensuring the necessary follow-ups;
• Receive, screen and forward phone calls when members of the office are absent, follow up and send information and greet visitors;
• Organize the business travel of members of the team and prepare expense claims;
• Book meeting rooms, register and welcome visitors and notify the team member concerned;
• Regularly update contact lists for members of the team;
• Prepare and revise quality presentations and other documents according to schedule;

Office Administration (as a backup and/or in conjunction with coordinator depending on tasks)

• Ensure the proper functioning of office spaces, resources, and services for the correct performance of the daily activities by the company’s employees.
• File and maintain records in an orderly and secure fashion;
• Handle the payment of invoices from the initiation of purchase orders;
• Coordinate activities with the head office including active participation in various meetings including but not limited to payments, risk management, security and communication.
• Contribute to the optimization of monitoring methods by promoting the use of effective tools and/or improving processes;
• Maintain the inventory of office supplies, replenish supplies when necessary and order business cards for team members;
• Carry out administrative follow-up, manage deadlines and track all requests made to the team;
• Coordinate the provision of coffee and lunch service during business meetings;
• Organize files and ensure they are maintained in an orderly, secure fashion;
• Maintain an inventory of supplies and ensure procurement;
• Book taxi for guests;

Requirements

• Bachelor degree in any discipline – (Finance, HR, Marketing, Operations Management)
• Minimum 5 years of experience in similar functions;
• An equivalent combination of education and experience will be considered;
• Excellent proficiency of general IT tools, particularly MS Outlook (particularly in Calendar Management) Word, Excel and PowerPoint software;
• Knowledge of Concur and Sharepoint considered an asset;
• Proficient with use of IT and technology
• Sound knowledge of budgetary concepts and processes;
• Excellent proficiency in English: spoken and written;
• Knowledge of French an asset.

Competencies

• Collaborative, works well in a team;
• Strong work ethic and good sense of customer service;
• Meticulous and produces highest quality work product;
• Eager to learn new things proactively to make work life efficient for team
• Rigorous;
• Strong and collaborative interpersonal skills and dynamic attitude;
• Flexible and available;
• Sense of responsibility and priorities, reliability and diligence;
• Energetic and multi-tasker;
• Willing to go the extra mile
• Organized;
• Autonomous;
• Analytical;
• Discrete;
• Adaptable;
• Good communicator;
• Proactive

Only candidates selected for an interview will be contacted.

CDPQ wants to offer equal employment opportunities to everyone. It encourages women, visible and ethnic minorities, aboriginal people and people with disabilities to apply. CDPQ is also committed to further incorporating diversity into the organization and making it a source of enrichment and pride for all its employees. Please inform us if your current condition requires an accommodation during the recruiting process.

Studies show that women and members of traditionally underrepresented groups tend to apply for a position only when they meet all the requirements.

If you are motivated by this opportunity, but don’t meet all the requirements, contact us anyway!