Director's Assistant and Office Administrator

JOB ID: 12925 COUNTRY/REGION: Montreal, Quebec, CA, H3B 2E3 #job-location.job-location-inline { display: inline; } DEPARTMENT:** Management Control/Finance ... a{ border: 1px solid transparent; } .buttontext7d9efa1b29ebce0d a: focus{ border: 1px dashed #e2001a !important; outline: none !important; }

Do you want to be part of an agile team where colleagues really count?

As a global company, we interact with a variety of people and cultures. Integrity, respect, colleague quality, and appropriation are the unifying forces of all ministries and regions around the world. It is the individual who defines the team. And it is the team that makes the difference. Join #TEAMNORDEX and shape the future of energy with us.

The role of Director's Assistant and Office Administrator directly contributes to the company's mission, which is to develop and commission clean power plants to make 100% renewable energy accessible to all. Within Nordex, the Director's Assistant and Office Administrator plays a dual role: providing high-level support to the Chief Financial Officer while ensuring the smooth operation of the Montreal office. This position requires an organized, discreet, and proactive individual who can easily manage the priorities of the leadership and the daily administrative tasks. The ideal candidate thrives in a dynamic environment, handles confidential information with the highest professionalism, and is committed to ensuring the smooth operation of the office and the activities of the Chief Financial Officer.

WHAT YOU WILL DO

• Support for Financial Leadership

Manage the Chief Financial Officer's schedule independently, including planning internal and external meetings, coordinating between different time zones, and proactively identifying and resolving scheduling conflicts.

Coordinate all logistics for the Chief Financial Officer's travel (flights, hotels, ground transportation, and visa requirements) and prepare complete and detailed travel itineraries.

Prepare and submit expense reports on behalf of the Chief Financial Officer, ensuring quick, accurate, and policy-compliant processing.

Serve as the primary liaison between the Chief Financial Officer and internal services, tracking actions, monitoring meeting outcomes, and ensuring commitments are met on time.

Draft, review, and manage confidential correspondence and communications on behalf of the Chief Financial Officer with the highest level of discretion and professionalism.

Prepare information documents, agendas, presentations, and supporting documents for the Chief Financial Officer's meetings, board sessions, and external engagements.

Filter and prioritize incoming requests, emails, and calls addressed to the Chief Financial Officer, ensuring quick and appropriate responses.

Other assigned tasks.

General Administration – Montreal

Serve as the main point of contact for the Montreal office, managing reception, welcoming visitors, and handling incoming calls and mail professionally and warmly.

Supervise office supply procurement, stock management, and vendor relationships, ensuring the office is always well-equipped and functioning smoothly.

Ensure the cleanliness, organization, and proper functioning of common areas and meeting rooms; coordinate with building management for facility-related issues and maintenance requests.

Provide logistical support for the integration of new Montreal office employees, including workspace setup, access coordination, and local orientation.

Plan and coordinate internal events, general assemblies, and team meetings, managing all logistics, including room bookings, catering services, and audiovisual equipment setup.

Provide general administrative support to the Finance Leadership team and other Montreal-based employees, as needed.

Other tasks assigned by the Chief Financial Officer or management.

WHAT YOU HAVE

• High school diploma required

A college diploma or technical certificate in office administration, business, or a related field is an asset, but not mandatory.

An equivalent combination of education and practical experience in administration will be considered.

3 to 5 years of experience as a Director's Assistant, Administrative Assistant, or Office Manager, ideally with senior management or executive leadership.

Previous experience within a corporation, multinational, or professional services firm is preferred.

Experience in managing office operations and facilities in a medium-sized office environment is a significant asset.

Excellent organizational and time management skills; ability to manage multiple priorities in a dynamic and deadline-driven environment.

Maximum discretion and confidentiality in handling sensitive information related to executives and the company.

Excellent written and oral communication skills, both in English and French; bilingualism is required given the context of the Montreal office.

Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and video conferencing platforms (Teams, Zoom).

Proactive and self-motivated; anticipates needs, identifies issues before they arise, and takes the initiative to resolve them independently.

Excellent interpersonal skills and a polished, professional demeanor when interacting with senior leadership, visitors, clients, and external partners.

Sound judgment and ability to prioritize competing demands with minimal supervision.

Attention to detail and commitment to accuracy in all tasks, including expense report management, scheduling, and correspondence.

Experience in managing complex international travel arrangements across multiple time zones.

Positive and service-oriented attitude, and ability to remain calm and effective under pressure.

This position is to be filled entirely on-site at the Montreal office (Quebec). Occasional travel may be required to assist the Chief Financial Officer with meetings or events off-site.

Driving is an essential function of this position. The candidate must possess a valid driver's license and be insurable under our auto insurance. Periodic checks of the driving record will be conducted to confirm continued insurability.

Nordex places the highest priority on the safety of its operations. Therefore, we seek a candidate who is committed to maintaining and promoting safety standards at all times. The ideal candidate must:

Demonstrate a strong understanding and commitment to safety protocols and procedures.

Ensure compliance with all safety regulations and company policies.

Identify and proactively mitigate potential safety risks.

Use appropriate safety equipment correctly, including safety glasses, hearing protection, steel-toe shoes, and hard hats. Loose clothing and jewelry are prohibited.

Communicate effectively with team members and management to ensure a safe work environment.

Speak and understand English fluently to effectively communicate safety and work-related information, follow safety instructions, and collaborate with English-speaking supervisors and team members.

The salary for this position is exempt and ranges between $85,000 and $95,000 CA, with a bonus potentially reaching 10%. The individual remuneration is determined based on various factors specific to each candidate, including their skills, experience, qualifications, and other position-related factors.

In addition to the opportunity to make our world a little more sustainable, we offer:

• Basic life insurance and DDA
• Life at cha