Administrative Assistant – M/W

Essential Job Functions

Administrative and Team Support

• Performs administrative support functions, including welcoming guests, ordering office supplies; processing incoming and outgoing mail; and completing related functions.
• Responds to questions, requests, or problems or directs to appropriate person/department.
• Coordinates travel arrangements and manages expense reports collection and validation process.
• Organizes and maintains various filing and information systems
• Assists with meetings and events including organizing and scheduling meetings; preparing agenda materials; sending notifications; setting up meetings; ordering meals or snacks; and assisting with audio-visual equipment set up.
• Proactively contributes to team animation and good spirits (e.g. birthdays, organizes ad hoc team events, celebrations, etc.)
• Performs other related or special duties as assigned.

Operations & Accounting Support

• Interfaces with various providers (suppliers, service & benefit providers, landlord, etc.) to insure proper management and supply to the team
• Runs and regularly updates or checks the status of various reporting files and operation monitoring systems (e.g. sales/invoicing trackers, individual reporting, accrued off-days, archiving process, etc.)
• Liaises with Alcimed Headquarters Corporate and administrative team to facilitate coordination of the Princeton and Global activities
• Pulls standard reports and various backup from different sources
• Issues and tracks providers and clients’ invoices and payments reconciling
• Assemble monthly documents and relevant pieces to provide to Accounting Department and providers
• May perform other basic accounting functions as applicable

Human Resources Support

• Welcomes and take charge of the administrative onboarding for new hires
• Participates in a variety of HR-related activities (e.g. inscription to benefits), culture initiatives, best practices sharing and compliance
• Support the Talent Acquisition managers and activities in recruiting initiatives including, organization of group and individual interviews, preparing recruitment forums and other recruiting novel initiatives
• Possibilities to evolve and expand role in HR-related activities (HR administrative management)

Knowledge, skills, and abilities:

• Two or more years of progressively responsible clerical and administrative support experience and some basic bookkeeping/accounting experience; or,
• Organizational and interpersonal skills
• Any combination of education, training and experience which provides the required knowledge, skills, and abilities to perform the essential functions of the job.
• Office administrative practices and procedures, such as business letter writing and the operation of standard office equipment, including a computer.
• All computer applications and hardware related to performance of the essential functions of the job.
• Ability to use applicable MS Suite products.
• Ability to perform advanced functions in word processing, electronic mail/calendar, spreadsheet, presentation.
• Working knowledge of business processes and procedures.
• Ability to analyse data and use basic reasoning skills
• Knowledge of basic accounting and financial principles and functions
• Willingness to evolve and progressively take on new responsibilities
• Fluency in French is a plus

Join the adventure!

Alcimed offers everyone the same opportunities for access to employment without distinction of gender or disability.

Full-time | ASAP