Administrative Assistant, Internal Services and Human Resources

Work location : MontrealTemporaryFull-time

Founded in 1992, Normandin Beaudry is a major player in Canada’s actuarial and total rewards consulting sector. From offices in Montreal, Toronto and Quebec City, a team of over 400 professionals serves clients across Canada in various areas of total rewards expertise: pension, savings, investment consulting, pension plan administration, group benefits, compensation, health, performance and communication.

We are looking for an Administrative Assistant to fill a temporary, full-time position of one year at our Montreal office, with a hybrid work arrangement.

Reporting to the Head of Human Resources and Administrative Services, the selected candidate will provide administrative, organizational, and operational support to the HR team. They will notably contribute to the recruitment process, the onboarding of new talent, coordination of internal activities, and monitoring of multidisciplinary projects.

This role requires strong attention to detail, excellent coordination skills, sound judgment and the ability to work with multiple people and concurrent deadlines.

Main responsibilities:

Administrative support, priority management, and schedule coordination: Provide day-to-day administrative support to the HR management team and certain consultants; plan internal and external meetings; prepare follow-ups; and assist during meetings as needed.
Internal services, communication, and request coordination: Serve as a point of contact for internal clients and external providers; provide exceptional customer service; process administrative and work requests in accordance with established standards; and maintain ongoing communication with collaborators.
Document management, correspondence and compliance: Drafting, reviewing, formatting, and distributing emails, memos, letters, forms, policies, procedures and internal documents, while adhering to standards for quality, presentation and confidentiality.
HR support, recruitment, and onboarding: Assist with activities related to new hires, training, recruitment, onboarding of new employees and interns, managing departmental email accounts, tracking applications, coordinating interviews, and updating dashboards.
Event planning, logistics, and employee experience: Support the planning and coordination of internal events, trainings and activities related to interns.
Project monitoring, deadlines and day-to-day operations: Managing multiple concurrent projects or cases, and keeping track of deadlines, yearly schedules, procedures and checkpoints.

Qualifications and competencies sought:

Training in administration, office management, human resources, secretarial studies or another related field.
Proficiency in managing agendas, shared email accounts, tracking tables, collaborative documents and administrative procedures.
The ability to handle confidential information with discretion, professionalism and sound judgment.
Experience in event coordination, recruitment, onboarding new employees or supporting an HR team is a significant asset.
Knowledge of Office 365, CRM, ByD, M-Files and Teams is an asset.

Attributes required:

Adherence to Normandin Beaudry’s values: excellence, respect, initiative, collegiality.
Excellent customer service skills.
Excellent command of Word, Excel, PowerPoint and Outlook.
Good command of French and fluency in written and spoken English is required, as the incumbent will be in contact with clients whose business language is English.
Ability to prioritize and multitask.
Autonomy in managing tasks.
Keen organizational skills.
Sense of responsibility.
Sound judgment.
Ability to work autonomously and within a team.

Why join us

To play a key role at the heart of HR and administrative operations, making a tangible contribution to the employee experience.
To work in a versatile role that combines organization, internal services, coordination, communication and strategic support.
To contribute to the quality of internal processes, the smooth running of operations, and positive welcome for new employees and interns.
To be part of a team that values rigour, collaboration, initiative and a commitment to service.

If you see yourself in this position—even if you don’t have all the qualifications—send your CV to the NB Experience team at candidature@normandin-beaudry.ca and tell us how you could contribute to our success.

We value diversity, equity and inclusion (DEI)

At Normandin Beaudry, we recognize that some groups face systemic barriers that create inequality in employment. That’s why we have made a commitment to our employees and candidates to contribute to reducing such inequality.

We honour this commitment through multiple initiatives, such as continually improving our hiring process. This includes putting in place mechanisms to reduce unconscious bias, diversifying the networks on which we post our job offers and raising employee awareness through training.

As an equal opportunity employer, we encourage women, people with disabilities, Indigenous people and members of visible and ethnic minorities to apply.

Normandin Beaudry fosters an inclusive work environment where the respect of others and their differences are valued. We are looking for applicants of various backgrounds in order to build a diverse and value-added workforce for the firm. If your circumstances require special accommodation during the hiring process, write to us at experiencenb@normandin-beaudry.ca

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