Stagiaire en administration au sein de Zen dans ma tête, organisme sans but lucratif québécois promouvant la santé mentale. Soutien aux opérations administratives, communications, données et événements.
About the role
- Administration and Travel Specialist providing executive and administrative support to C-suite leaders at First Majestic Silver Corp with focus on travel logistics and office management.
Responsibilities
- Provide executive administrative support to C-suite leaders, including coordinating meetings, handling correspondence, preparing materials, tracking action items, and supporting day-to-day administrative priorities.
- Support invoice and expense administration for senior leaders, including expense report preparation, invoice/receipt tracking, coding/reconciliations (as applicable), and coordinating approvals in line with internal policies.
- Manage end-to-end travel logistics for senior leaders, including flights, accommodation, ground transportation, security, and visas (as required); prepare detailed itineraries and proactively manage disruptions.
- Coordinate logistics for leadership meetings, site visits, and cross-functional sessions, including boardroom scheduling, catering, technical setup, and ensuring meeting readiness (materials, room setup, virtual links).
- Support the Manager of Administration in the development, implementation and administration of a global travel program, including liaising with vendors and agencies to obtain competitive terms for corporate travel arrangements.
- Stay current on industry trends, travel guidelines, and emerging technologies to ensure safe, cost-effective and efficient travel procedures are in place.
- Contribute to improving administrative processes, policies and workflows to enhance efficiency and ensure consistent application.
- Support the planning and execution of internal events and leadership meetings, coordinating vendors, timelines, and materials.
- Provide backup administrative support to First Mint operations as needed, including assisting with bullion shipments, documentation, internal coordination, and events/logistics.
- Serve as backup to the Manager of Administration to provide executive support to the C-suite and oversee office management, acting as a point of contact for urgent matters and stepping into coordination roles for events and logistics as required.
- All other duties and responsibilities as assigned.
Requirements
- Diploma/degree in Business Administration, Office Administration, or related field (or equivalent experience)
- Minimum 5+ years of experience in an administrative or office support role; experience supporting senior executives or leadership teams preferred.
- Experience supporting C-suite or VP-level leaders in a complex, fast-paced environment.
- Advanced proficiency with Outlook and the broader Microsoft 365 suite (Teams, Word, Excel, PowerPoint)
- Minimum 3+ years of experience coordinating complex travel (multi-leg and/or international).
- Proven ability to manage travel changes and disruptions (e.g., rebooking, contingencies, and real-time itinerary adjustments).
- Strong customer service orientation with a professional and solutions-focused approach.
- Flexibility to support outside of standard working hours when required.
- Highly organized with exceptional attention to detail and the ability to manage multiple priorities in a fast-paced environment.
- Strong communication and stakeholder management skills; comfortable supporting senior executives and leadership teams.
- High level of discretion and proven ability to handle confidential information.
Benefits
- Comprehensive benefits program including Extended Health Care, Dental, Vision, Life/Disability and a Wellness Spending Account (WSA).
- RRSP matching
- Employee Assistance Program (EAP)
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