Secretary I (bilingual) full_time

Building the space between proven and possible, MDA Space (TSX:MDA) is a trusted mission partner to the global space industry. A robotics, satellite systems and geointelligence pioneer with a 55-year+ story of world firsts and more than 450 missions, MDA Space is a global leader in communications satellites, Earth and space observation, and space exploration and infrastructure. The MDA Space team of more than 3,000 space experts in Canada, the US and the UK has the knowledge and know-how to turn an audacious customer vision into an achievable mission – bringing to bear a one-of-a-kind mix of experience, engineering excellence and wide-eyed wonder that’s been in our DNA since day one. For those who dream big and push boundaries on the ground and in the stars to change the world for the better, we’ll take you there.

Are you ready to launch the next stage of your career in the new space economy? We would love to hear from you!

We’re on the hunt for a Secretary on our Satellite systems team at our Montreal office.

Role

The Secretary will provide secretarial services and administrative support to managers, department members and those located nearby. Knowledge of day-to-day work office and comprehension of the organization, its programs and procedures. Work independently, with minimum supervision and detailed instructions. 

Tasks:

• Prepare, review and update the various reports (daily, weekly and monthly) related to the department.
• Perform date entry in various internal systems.
• Perform purchase requisitions, prepare proposals, shipping orders.
• Process travel requests and obtain required approvals.
• Perform budget monitoring.
• Read and review correspondence. Prepare, read, fix page layout and translate various documents related to the department or programs.
• Participate, where required, to the team meetings, perform required follow-ups. Record and prepare meeting minutes.
• Prepare the presentations for the meetings, reports and other related documents from instructions sent by his manager.
• Coordinate the internal distribution of the information received by email or mail.
• Answer requests received by phone and email. Forward phone calls and messages to concerned people.
• Schedule and confirm appointments, interviews, meetings and teleconference appointments and book the rooms.
• Obtain approvals for invoices and be able to answer questions regarding expenses. Perform budget monitoring.
• Perform expense reports and distribute cheques.
• Prepare the visitors’ visits and required documentation, if necessary. Welcome visitors and lead them to the concerned person.
• Order office supplies and keep inventory according to allocated budget. Coordinate the purchase, if applicable, of material for new employees.
• Plan, manage and update electronic and paper documentation filing. Update files according to the needs of the department including archive folders.
• Prepare and send catering service orders.
• Replace at main reception.
• Prepare, support and perform, as needed, onboarding of new employees, including, but not limited to: IT request forms, equipment delivery and onboarding sessions.
• To manage, maintain and coordinate the contractors and consultant invoice payment, including but not limited to: hours verification, approval process.     
• Perform other related duties specific to each function and according to the assigned department

Qualifications:

• Two (2) years or more of relevant experience in administrative support or secretarial studies
• College education in office automation or the equivalent.
• Customer service oriented individual.
• Team spirit.
• Proactive, dynamic, resourceful and autonomous individual.
• Able to manage time and timelines.
• Able to work without direct supervision.
• Superior advanced level knowledge of the following software: Word, Excel, PowerPoint, ERP, Visio, Acrobat, etc.
• Working knowledge of office skills.
• Excellent interpersonal and communication skills, including the ability to deal with all levels of the organization and with external customers.
• Possess good judgement
• Must be flexible and open to change
• Good knowledge of oral and written French and English.

Special Considerations:

Successful candidates must obtain and hold security clearance at the reliability status level, and pass security assessment for the Controlled Goods Program (CGP) and ITAR.

Benefits statement:

MDA provides competitive compensation and benefits packages for its employees at all locations. As a team member of MDA, you and your qualified dependents are eligible to participate in a benefit plan that ensures a comprehensive level of protection through competitive health care including; extended healthcare and flexible drug plans, dental and vision benefits, disability income protection, life insurance, group retirement savings plans; and an employee and family assistance program.

Equal opportunity statement:

MDA Ltd. is proud to provide accommodation(s) during the recruitment process.  Should you require any accommodations, please indicate this on your application/cover letter and we will work with you to meet your accessibility needs.