Administrative Assistant
Calian Advanced Technologies
- Montreal, Québec, Canada
- Montreal, Québec, Canada
À propos
At Calian, we help organizations overcome obstacles, manage risks, and drive progress. Since 1982, we've grown from a small consulting firm into a trusted global company across defence, space, health, nuclear energy, public safety, and government.
We create innovative solutions that tackle complex challenges and help organizations and communities stay resilient, informed, and connected. If you're driven by purpose and energized by solving real-world challenges, we want you on our team.
Job Type: Full Time
Aperçu du poste
L'Adjoint(e) administratif(ve) relève du gestionnaire, Opérations satellites (MSO), et joue un rôle clé dans le soutien des opérations satellites en fournissant des services administratifs et de soutien aux installations de haute qualité. Le poste est responsable de la coordination des installations, du maintien des dossiers opérationnels, du suivi des consommables et des contrats, et agit comme point de contact central pour les parties prenantes internes et externes tout au long du cycle de vie opérationnel du système.
Responsabilités
Coordonner avec le personnel des installations du client afin de soutenir l'entreposage et l'accès aux pièces de rechange et aux articles consommables
Maintenir des dossiers précis des articles achetés, y compris les niveaux de stock, les taux de consommation et les coûts
Assurer le suivi, la documentation et la production de rapports réguliers sur l'utilisation des consommables et les coûts associés
Maintenir les dossiers et les mises à jour de l'état des renouvellements de contrats liés aux opérations satellites
Coordonner avec le personnel de sécurité du client afin de faciliter l'accès aux installations pour le personnel des opérations satellites, les sous-traitants et les visiteurs
Exploiter et maintenir le service d'assistance des installations en répondant aux demandes et en les dirigeant de façon appropriée
Maintenir des dossiers tels que des plans, des plans d'aménagement, des listes téléphoniques et des bases de données de sécurité
Gérer les bases de données assurant le suivi du personnel et de l'équipement des opérations satellites
Aider à la préparation de rapports et de documents pour les opérations satellites
Agir comme principal point de contact pour les clients internes et externes
Coordonner les arrangements de voyage et la soumission des rapports de dépenses avec le personnel interne
Fournir un soutien administratif autorisé au personnel du client, au siège social et aux agences externes
Effectuer d'autres tâches administratives selon les besoins, dans le cadre du rôle
Qualifications
Diplôme d'études secondaires ou équivalent (obligatoire)
Diplôme en soutien administratif (considéré comme un atout)
Expérience à titre d'adjoint(e) administratif(ve), d'administrateur(trice) de bureau ou d'assistant(e) administratif(ve) virtuel(le) constitue un atout important
Maîtrise de la suite Microsoft Office, notamment Excel, Access et PowerPoint
Excellentes compétences en communication écrite et orale
Excellentes aptitudes organisationnelles et de gestion du temps
Grand professionnalisme, discrétion et bon jugement dans le traitement de renseignements confidentiels
Exigences supplémentaires
Capacité d'obtenir et de maintenir une cote de sécurité requise (le cas échéant)
Aisance à travailler dans un environnement sécurisé et opérationnel
Capacité à coordonner avec plusieurs parties prenantes internes et externes
Disponibilité pour soutenir occasionnellement des besoins opérationnels ou de planification, au besoin
Rémunération
Échelle salariale
45 000 $ – $
Poste vacant
Nous avons 1 poste disponible.
Position Overview
The Administrative Assistant reports to the Manager, Satellite Operations (MSO) and plays a key role in supporting satellite operations through high-quality administrative and facility support services. This position is responsible for coordinating facilities, maintaining operational records, tracking consumables and contracts, and serving as a central point of contact for internal and external stakeholders throughout the operational system life cycle.
Responsibilities
Coordinate with customer facility personnel to support storage and access to spares and consumable items
Maintain accurate records of procured items, including stock levels, depletion rates, and costs
Track, document, and regularly report on consumable usage and associated costs
Maintain records and status updates for satellite operational contract renewals
Coordinate with customer security personnel to support facility access for Satellite Operations staff, contractors, and visitors
Operate and maintain the Facility Help Desk by answering and directing inquiries
Maintain records such as drawings, seating plans, phone lists, and security databases
Manage databases tracking Satellite Operations personnel and equipment
Assist in the preparation of reports and documentation for Satellite Operations
Act as a primary point of contact for internal and external clients
Coordinate travel arrangements and expense reporting with internal personnel
Provide authorized administrative support to customer personnel, headquarters, and external agencies
Perform other administrative duties as required within the scope of the role
Qualifications
High school diploma or equivalent (required)
Diploma in Administrative Support (considered an asset)
Experience as an Administrative Assistant, Office Administrator, or Virtual Assistant is a strong asset
Proficiency in Microsoft Office, particularly Excel, Access, and PowerPoint
Excellent written and verbal communication skills
Strong organizational and time-management abilities
High level of professionalism, discretion, and sound judgment when handling confidential information
Additional Requirements
Ability to obtain and maintain required security clearance (if applicable)
Must be comfortable working in a secure, operational environment
Ability to coordinate with multiple internal and external stakeholders
Availability to support occasional operational or scheduling needs as required
Compensation
Salary range
$45,000-$60,000
Vacancy
We have 1 available position.
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AI Usage Disclosure
At Calian, we do not use Artificial Intelligence (AI) to screen or evaluate candidates. AI tools may support backend administrative tasks, but they do not influence hiring decisions. All evaluations and decisions are made by real people on our recruitment team and hiring managers. All applicants are reviewed and only those chosen for an interview will be contacted by our recruiting team.
How we hire
Our hiring process is designed to help us get to know you and discover if you are the best fit for our team. It's also an opportunity for you to gauge if a role at Calian is the right fit for you.
Throughout the process, we'll share details of the kind of work you'll be doing, the projects you'll be working on, the team you'll be joining, and what it's like working at Calian. Our biggest tip throughout the process is to just be your authentic self
Our commitment to diverse, yet highly specialized solutions require many different skills and abilities. We look for the best talent that can contribute to Calian's success as well as enhance our culture. We encourage you to apply to a role or join our talent community and sign up for job alerts that match your area of expertise and what you are looking for in your next opportunity.
During the recruiting process, you're encouraged to notify us of any accommodations you may require. We'll be happy to help.
We give the same time and consideration to everyone who applies. Here are a few things you can do to ensure your application shines:
Do your research on Calian, the department, and team you are looking to join
Add a cover letter that explains why you are a good fit for this position
Share a portfolio, personal websites, or links to your professional social media
In your CV, highlight your key achievements - this is your time to brag
Include dates Share the timeline of your experience
Stand out by tailoring your resume to each position you apply to
Only apply to roles you're genuinely interested in and that align to your experience
Be prepared Do your research on Calian, the department, and team you are looking to join
View the responsibilities for the role and find examples that demonstrate how you've completed these in your previous work experience
Prepare a list of questions to ask us
Dress business casual for your interview (virtual and in person)
We assess your skills and fit, you assess our fit for you
We keep you updated and share expectations as we make progress in the recruiting cycle
Feel free to reach out to your Talent Acquisition Specialist at any time during the hiring process
Compétences linguistiques
- French
Avis aux utilisateurs
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