KC Boutique, LLC Hiring for Administrator Job at Montreal Full Time

Provide administrative support to:

• up to 12 Board Members who will be based in Montreal or who will travel there (and to other locations) regularly; this responsibility will be shared with support staff in other offices.
• the Regional Director and other staff based in Montreal as required.

Specific responsibilities will include:

• Diary management across multiple time zones.
• Manage extensive, detailed and frequently changing national and international travel arrangements, including:
• Itinerary planning.
• Booking transport and accommodation, applying the Foundation’s travel policy.
• Completing/securing visas and other travel documentation.
• Meeting and event management:
• Managing the scheduling of meetings and events, often with multiple internal and external participants internationally, requiring regular liaison with internal and external counterparts to co-ordinate availability.
• Managing meeting/event logistics, including:
• Organising venues/meeting rooms.
• Working with the IT support team to coordinate meeting access and broadcast technology requirements.
• Drafting agendas. o Compiling and distributing meeting materials.
• Assisting with the registration of meeting participants/observers.
• On-site meeting/events assistance.
• Circulating documents and managing files/records in line with the Foundation’s IT policies and procedures.
• Act as the primary point of contact for requests from both internal staff (e.g. other support staff, senior management and Trustees) and external stakeholders (e.g. officials from government, senior figures from regulatory, accounting and other international bodies):
• Fielding calls and correspondence. o Accurately relaying messages.
• Responding to queries and requests appropriately.
• Working with other departments to coordinate and document speaking engagements
• Gather and maintain information relating to the whereabouts of Board Members for planning and record keeping, sharing with other departments as appropriate.
• Processing expenses and credit card reconciliations.

Candidates who wish to be considered for this role must:

• Have previous experience in a similar role, supporting senior executives in an international environment and managing complex and frequently changing travel and meeting arrangements across time zones.
• Demonstrate excellent organisational and administrative skills, combined with a high level of attention to detail and accuracy and excellent spoken and written English communication skills.
• Demonstrate a strong team ethic, the ability to assume responsibility for a range of tasks, resourcefulness, flexibility and a positive and proactive attitude.

Job Type: Full-time

Pay: $60,000.00-$65,000.00 per year

Schedule:

• Day shift

Ability to commute/relocate:

• Montreal, QC: reliably commute or plan to relocate before starting work (required)

Experience:

• Administrative experience: 1 year (required)

Language:

• French (required)