Senior Administrative Assistant, Bilingual

We are seeking a highly organized, proactive, and bilingual (Fr/En) Administrative Assistant to support a senior HR/Talent leader in a fast-paced, evolving environment. This role is ideal for someone who thrives on managing competing priorities, takes initiative, and brings structure to shifting workflows.

You will manage inbox and calendar organization, create presentations and reports, develop procedural documentation, and support the rollout of a new Applicant Tracking System (ATS). You will also assist with process improvements and help reorganize digital files in SharePoint. This hybrid role requires a minimum of three on-site days per week, with flexible hours (22.5–37.5 per week).

Roles and Responsibilities

• Organize and maintain a structured inbox and filing system daily.

• Assist with calendar alignment and scheduling optimization.

• Build presentation frameworks (e.g., PowerPoints with statistics, visuals, and metrics).

• Pull and analyze data, creating Excel charts and reports.

• Support ATS implementation (workflow documentation, training material development).

• Contribute to departmental process improvements and documentation.

• Reorganize large-scale SharePoint repositories (approx. 50,000 files).

• Prepare and track invoices using templates and digital signature workflows.

• Provide general administrative and project coordination support.

• Anticipate needs, adapt to shifting priorities, and manage confidential information.

Qualifications and Skills

• Bilingual in French (required) with intermediate or higher English.

• 4+ years in administrative support roles, ideally executive-level or high-volume.

• Highly organized with strong initiative and ability to work independently.

• Advanced Excel (graphs, data visualization) and PowerPoint (presentation design).

• Proficient in Teams, SharePoint, and digital collaboration tools.

• Strong attention to detail, accuracy, and follow-through.

• Comfortable in fast-paced environments with changing priorities.

• Excellent verbal and written communication in French, with comprehension of mixed French/English conversations.

• Professional, personable, and stakeholder-focused. 

Education

Post-secondary diploma or degree in Office Administration, Business Administration, Human Resources, Communications, or a related field, or equivalent combination of education and experience.

Nice-to-Haves

• Experience in healthcare, hospital, or public sector environments.

• Exposure to HR systems, ATS implementations, or talent acquisition workflows.

• Involvement in process improvement or digital transformation.

• Experience with large document migration or archival projects.

• Familiarity with AI tools or automation.

• Background supporting multiple stakeholders or leaders.