Administrative Assistant

November 21 2022
Expected expiry date: December 10 2022
Industries Non-profit organisation - NPO
Categories Administrative assistant, Office Automation Technician, Office manager, Secretary, Writing, Correction, Translation
Montreal, QC


Portage is seeking to hire an Administrative Assistant to directly support the Vice-President of Operations and Administration. The Administrative Assistant will provide administrative assistance to the Vice-President, will interact with internal and external stakeholders in the advancement of organizational priorities, and will assist as need-be with daily operations of Portage.


  • Be responsible for planning schedules, calendar management, arranging travel and accommodations, handle expenses / invoices, reporting, and ad hoc projects;
  • Collaborate with other departments and centres on daily activities and projects;
  • Participate in operations projects and make sure that documentation is up to date;
  • Ensure the logistics of the meetings;
  • Prepare all documents required for meetings and assemblies;
  • Make all room reservations, accommodation and transportation necessary for meetings, if any;
  • Help develop work methods that will help facilitate communication with all departments;
  • Maintain an inventory of all projects in place and ensures that all deadlines are met;
  • Establish and maintain an administrative filing system;
  • Manage the agenda and appointment scheduling;
  • Manage incoming communications;
  • Follow up on documents requiring approval (contracts, expense accounts, etc.);
  • Translate, format, and revise communications and documents in French and English;
  • All other tasks related to the job.


  • Minimum 5 years of relevant experience in a similar position;
  • College diploma or a diploma in a related field;
  • Be perfectly bilingual, both oral and written (Mandatory);
  • Be able to work independently and highly organized;
  • Demonstrate versatility, initiative and the ability to work on different projects at the same time;
  • Be able to handle sensitive and confidential information;
  • Excellent knowledge of Microsoft Office.


  • Job Type: Permanent, Full-time, 35 hours per week
  • Schedule: Monday to Friday - Hybrid mode work
  • Salary: to be discussed according to experience
  • Benefits: group insurance, RRSP, 4 weeks of vacation/year, 13 statutory holidays/year, accumulation of sick days
  • Evaluation: translation and Excel tests will be requested
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