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Administrative Assistant

Country/Region:  CA
Field:  Support & transversal

Montreal, CA

Type of Contract:  Permanent
Level of experience:  00-02 years
Job number: 

Job description

Administrative Assistant


About SYSTRA Canada

SYSTRA Canada is part of the SYSTRA group, an international consulting and engineering group, a world leader in the design of transport infrastructures. SYSTRA Canada is an engineering and consulting firm who is dedicated to transportation solutions, whether for passengers or goods.

Imagining and implementing the safest, most efficient, and economical tailor-made transport solutions: this is what guides us daily. Thanks to the know-how of our 7500 experts, we are involved in all phases of transport projects: Preliminary and design studies, construction phases, test and commissioning, operation, and maintenance.

Our engineers work with passion to provide people around the world with the opportunity to move freely every day. They are men and women who put all their business expertise and human qualities to work to transform the world through innovative means of transport. Join them and let's invent tomorrow's public transport together.

SYSTRA's ambition is to be the benchmark for transport solutions and an opinion leader in mobility.


Role and responsibilities

  • Secretariat: printing, scanning and formatting of various documents
  • Receiving and distributing mail, attendance at reception, event registration
  • Support to the HR department: letters, calls, filing, data entry
  • Support to the accounting department: archives, banking, invoices

In more detail, you will have the following tasks:

  • Greet guests as they arrive at the office
  • Direct visitors to the appropriate person and office
  • Answer, screen and transfer incoming phone calls
  • Organize courier pick ups and deliveries
  • Ensure that the reception area is neat and presentable, with all necessary stationery and materials (e.g., pens, forms, and brochures)
  • Ensure that the kitchen area is neat, clean, and stocked with necessary supplies such as coffee, sugar, etc.
  • Provide basic and accurate information in person and by phone/email
  • Maintain office security by following security procedures and controlling access via the front desk (monitor logs, issue visitor badges)
  • Maintain emergency contact list
  • Order office supplies, coffee and maintain inventory
  • Update calendars and schedule meetings
  • Arrange travel and accommodations and prepare visa requests  (occasionally)
  • Perform other receptionist duties such as filing, photocopying, transcribing and faxing
  • Any other related duties



Education: A DEP or DEC in secretarial or office management;

Years of experience: At least 2 years of experience as a receptionist, secretary or other related field

Technical competencies:

  • Proficiency in Microsoft Office Suite (Outlook, Word, PowerPoint, Excel)
  • Strong written and verbal communication skills

Personal & soft skills:   

  • Hands-on experience with office equipment (e.g. fax machines and printers)
  • Professional attitude and appearance
  • Strong written and verbal communication skills
  • Ability to be resourceful and proactive when problems arise
  • Excellent organizational skills
  • Multi-tasking and time management skills with the ability to prioritize tasks
  • Customer service attitude


Employment terms and conditions

Contract nature: Permanent – Full Time

Location: Montreal - Canada

Division: Support

Reports to: Assistant to the President

Remuneration: Based on profile

Note: do we indicate this is a hybrid model?

This job description is intended to provide an indication of the nature and levels of work, knowledge, skills, abilities, and other essential functions to be carried out as part of fulfilling the role mentioned in the job title. Various other duties will apply as required.

In this description, the masculine gender is used for easy reading purposes and includes the feminine.

SYSTRA Canada is committed to having a diverse and inclusive workforce.


We are an Equal Opportunity Employer that values applications from all and offers employment equity based on the merits and abilities of candidates and personnel.



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