Office Assistant

Full Time, Part Time
Laval, QC - Canada
Posted 3 months ago

Who we are
Ananda Devices is a Montreal, Canada, based company that commercializes proprietary microdevices to grow human nervous system-on-a-chip to enable Pharma, Food and Cosmetic industries to perform in-vitro drug screening, toxicity and efficacy testing faster and more cost-effectively than current technologies. We help customers worldwide to comply with legislation to Reduce, Refine and Replace (3Rs) animal experimentation. We are a fast-growing company, developing and supplying unique microdevices to academic and biopharmaceutical laboratories in 13 countries.

Your challenges
The Office Assistant will be an integral part of an expanding team. The primary responsibility of the Office Assistant is to handle organizational, administrative and clerical tasks. 

Duties and responsibilities
The successful candidate will work independently, with team members, to provide support to our managers and employees, assisting in daily office needs and managing our company’s general activities:
– Manage the purchase to pay process (RFPs, commitment request, new vendor set-up, PO set-up, goods receipt, invoice coding, etc.);
– Carries out the commercial and administrative processing and follow-up of orders and customers: order processing, payment, CRM input, Shipping;
– Tendering (RFP, Tender response, etc..) administration;
– Inventory Control;
– Support on-boarding activities for new hires;
– Implement and improve administrative processes, policies and procedures;
– Help to ensure organization wide compliance with policies, procedures and applicable regulations;
– Handling incoming calls and other communications;
– Plan meetings and take detailed minutes;
– Coordinating events as necessary;
– Organize office and assist in ways that optimize procedures;
– Create and update records ensuring accuracy and validity of information;
– Resolve office-related and operations malfunctions and respond to requests or issues;
– Assist in the preparation of regularly scheduled reports;
– Greeting clients and visitors as needed;
– Updating paperwork, maintaining documents and word processing;
– Organizing travel by booking accommodations, flights and reservations needs as required;
– Perform other duties as assigned.

Qualifications
– Fully bilingual;
– Strong organizational skills with the ability to multi-task;
– Excellent problem solving skills;
– Excellent written and verbal communication skills;
– Post-secondary degree or diploma in a relevant field/High School degree; additional qualification as an Administrative assistant or Secretary will be a plus;
– Experience as an office assistant or in related field;
– 2+ years of relevant experience; 
– Impeccable attention to detail;
– Resourcefulness – proactive in seeking solutions and gathering information;
– Ability to identify and summarize relevant information;
– Ability to work independently;
– Proficiency in MS Office;
– Flexibility to work in a rapidly developing environment and short deadlines;
– Alignment to our company culture demonstrating a high degree of integrity, scientific excellence, innovative thinking with ethical and environmental responsibility, and respect for human and animallife.

Ananda Devices is an equal opportunity employer, we hire on the basis of merit and we are strongly committed to equity and diversity within our community.

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