Bilingual Administrative Assistant

Welcome to Hays!

At Hays, we believe in being long-term partners with our people as well as our customers. With over 50 years of business success across 31 countries, we have built a reputation as the world leader in specialist recruitment and workforce solutions. Together with over 9,500 people across the globe, we are better together: we support, celebrate, and share with each other to create stronger outcomes for all. Launch your career with the world's leading specialist recruitment & workforce solution organization. Join the Hays team!

Your Country

Hays Canada has over 250 employees with 5 offices in Toronto, Ottawa, Montreal, Calgary and Vancouver. Due to growth in the region, we are growing our Toronto team, which offers excellent potential to start your career in recruitment!

The Position: Must be Bilingual FR/EN

As a Senior Administrative Assistant, you will be the heart of our organization, ensuring the smooth and efficient operation of our office environment. Reporting to the Executive Assistant to the CEO, you will play a pivotal role in providing high-level administrative support and coordinating with our national offices to ensure consistent and efficient administrative processes across the organization:

Administrative Support

• Assist with various administrative tasks, including managing correspondence, scheduling appointments and organizing meetings
• Reconcile corporate credit cards and manage expense submissions for Senior Leaders to ensure accuracy and compliance
• Assist and support with office events, townhall and social activities to promote team bonding and morale
• Organize and book travel arrangements, including flights, accommodation, and itineraries for team members
• Assist with preparing, editing, and formatting PowerPoint presentations and other business documents
• Support process improvement initiative to enhance administrative efficiency and consistency
• Maintain a high level of confidentiality and professionalism in handling sensitive information
• Serve as primary backup to the Receptionist and phone overflow duties as needed
• Provide comprehensive administrative support to the Executive Assistant and Senior leader team

OQLF Compliance Support:

• Assist in ensuring that organizational materials (signage, communications, documentation) comply with OQLF rules and regulations.
• Monitor internal processes and communications for language compliance.
• Collaborate with management to maintain up-to-date knowledge of OQLF requirements.
• Support reporting or documentation related to OQLF inspections or audits.

Finance Support - French Collections:

• Review French-language accounts to ensure payments have been received.
• Follow up with clients on overdue accounts in French, professionally and courteously.
• Maintain accurate records of communications and payment status.
• Assist the finance team in resolving account discrepancies and ensuring timely collections

Qualifications:

• 2 years' experience in a similar role
• Bilingual in English and French is a MUST
• A strong sense of ownership and accountability, demonstrating a strong desire to deliver
• Able to manage and prioritize multiple demands
• Places a high value on building strong relationships grounded in a respect of individual differences role models appropriate levels of honesty and inclusivity
• Encourages others to be their best version of themselves, works with others to share knowledge and role model behaviors that supports
• Demonstrates situational flexibility and adjusts their style to match others effectively
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, SharePoint)