Senior Administrative Assistant

Location: Montreal, Quebec

Employee Status: Permanent

Schedule: Full time

Education: Post-secondary education

Job Description

Fairstone is Canada’s leading non-bank provider of responsible lending solutions. With roots in Canada since 1923 and over 200 branches coast to coast, Fairstone provides personal loans and home equity loans designed to suit today’s borrowing needs. Fairstone also partners with a wide network of businesses to deliver flexible consumer financing programs. Fairstone is proud to make a difference in the communities where we live and work, because community matters.

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Under the direction of executive management, this individual will provide high-level executive administrative support to two (2) executives including, but not limited to, organizing and scheduling meetings; expense report management; coordinate administrative activities.  He / she must be proactive,  be autonomous and capable to prepare meeting materials and ensure proper follow up. The incumbent must have excellent communication skills in both French and English and must demonstrate attention to detail.  The Senior Administrative Assistant prepares reports, coordinates travel and  assists in preparing presentations and meeting agendas

Roles/Tasks & Responsibilities: 

▪Manage and maintain executive schedules, appointments and travel arrangements.
▪Arrange and coordinate meetings and events, including arranging for meeting rooms and equipment
▪Record and transcribe minutes of meetings/conference calls.
▪Follow-up on deliverables and timelines with staff members.
▪Monitor, respond to and distribute incoming communications.
▪Prepare, submit and monitor travel expenses.
▪Answer and manage incoming calls/first point of contact for executives.
▪Receive and interact with incoming visitors.
▪Prepare and edit correspondence, communications, presentations and other documents (daily, weekly, monthly, quarterly, and yearly).
▪Provide HR assistance related to job requisitions for new hires, offer letters, resignations, performance reviews, vacation schedules and track employee planned and unplanned requests.
▪Assist with special projects and assignments maintaining a high degree of confidentiality.
▪Coordinating deadlines and workflow management for repeating tasks.
▪Compiling executive summary of relevant topics.
▪Prepare/verify executive presentations.
▪Liaise with various management and support function
▪Perform other duties as required

Key Competencies:

▪Autonomous and a quick learner
▪Ability to adapt to a fast pace and dynamic environment
▪Ability to excel in a fast pace and changing environment;
▪Organizational and planning skills
▪Strong Communication skills
▪Proven work ethic and integrity
▪Dependable and highly professional
▪Analysis and problem solving skills
▪Exercise a high degree of confidentiality
▪Attention to detail and accuracy

Fairstone is an equal opportunity employer. Accordingly, we will make reasonable accommodations to respond to the needs of people with disabilities.

Please send your resume to :

Job Qualifications

The successful candidate should have the following qualifications: 

▪Min 5  years of relevant  work experience as administrative assistant
▪Solid knowledge of Microsoft Office Suite (Outlook, PowerPoint, Word and Excel)
▪Experience with a travel management system (Concur preferred)
▪Experience with Microsoft Access a plus
▪Knowledge of standard office administrative practices and procedure
▪Excellent communications skill in French and English
▪Post-secondary education
▪Fluently Bilingual (French and English written and spoken)