Secretary I

For those who dream of advancing our space in the Universe and on Earth, we’ll take you there.

Serving the world from our Canadian home and our global offices, MDA is an international space mission partner and robotics & space operations, satellite systems and geointelligence pioneer with a 50-year story of firsts on and above the Earth. Today, we're leading the charge towards viable Moon colonies, enhanced Earth observation, communication in a hyper-connected world, and more.

We’re fueled by a pioneering spirit that carries us beyond. And together we enable highly skilled people to continually push boundaries and tackle big challenges requiring solutions that endure and inspire.

Are you ready to launch the next stage of your career in the new space economy? We would love to hear from you!

We’re on the hunt for a Secretary on our Satellite systems team at our Montreal office.

 

As the leading global independent commercial supplier of antennas, payloads, and electronics for communication and radar satellites, our team has successfully contributed to hundreds of missions in the past 60 years. With an extensive heritage in a wide range of solutions delivered to customers globally, our Satellite Systems team continues to grow and evolve on the ground and in the stars.

We’re a dream team of purpose-driven, collaborative and passionate people, and we are constantly looking for others to join #TeamMDA to ignite new and innovative approaches to problem-solving that push us forward to improve life on and above Earth. If you’re excited to expand our place in space and driven to inspire the next generation, we’ll take you there.

We have entered a new era of exploration and development, and MDA welcomes all who yearn to suit up and be part of it. An equal opportunity employer prizing diversity, integrity and collaboration, we are committed to growing MDA’s and Canada’s leadership in this next golden age.

 

Role

The Secretary will provide secretarial services and administrative support to managers, department members and those located nearby. Knowledge of day-to-day work office and comprehension of the organization, its programs and procedures. Work independently, with minimum supervision and detailed instructions. 

 

Tasks:

• Prepare, review and update the various reports (daily, weekly and monthly) related to the department.
• Perform date entry in various internal systems.
• Perform purchase requisitions, prepare proposals, shipping orders.
• Process travel requests and obtain required approvals.
• Perform budget monitoring.
• Read and review correspondence. Prepare, read, fix page layout and translate various documents related to the department or programs.
• Participate, where required, to the team meetings, perform required follow-ups. Record and prepare meeting minutes.
• Prepare the presentations for the meetings, reports and other related documents from instructions sent by his manager.
• Coordinate the internal distribution of the information received by email or mail.
• Answer requests received by phone and email. Forward phone calls and messages to concerned people.
• Schedule and confirm appointments, interviews, meetings and teleconference appointments and book the rooms.
• Obtain approvals for invoices and be able to answer questions regarding expenses. Perform budget monitoring.
• Perform expense reports and distribute cheques.
• Prepare the visitors' visits and required documentation, if necessary. Welcome visitors and lead them to the concerned person.
• Order office supplies and keep inventory according to allocated budget. Coordinate the purchase, if applicable, of material for new employees.
• Plan, manage and update electronic and paper documentation filing. Update files according to the needs of the department including archive folders.
• Prepare and send catering service orders.
• Replace at main reception.
• Prepare, support and perform, as needed, onboarding of new employees, including, but not limited to: IT request forms, equipment delivery and onboarding sessions.
• To manage, maintain and coordinate the contractors and consultant invoice payment, including but not limited to: hours verification, approval process.     
• Perform other related duties specific to each function and according to the assigned department

 

Qualifications:

• Two (2) years or more of relevant experience in administrative support or secretarial studies
• College education in office automation or the equivalent.
• Customer service oriented individual.
• Team spirit.
• Proactive, dynamic, resourceful and autonomous individual.
• Able to manage time and timelines.
• Able to work without direct supervision.
• Superior advanced level knowledge of the following software: Word, Excel, PowerPoint, ERP, Visio, Acrobat, etc.
• Working knowledge of office skills.
• Excellent interpersonal and communication skills, including the ability to deal with all levels of the organization and with external customers.
• Possess good judgement
• Must be flexible and open to change
• Good knowledge of oral and written French and English.

 

Comments/Special Considerations:

Successful candidates must obtain and hold security clearance at the reliability status level, and pass security assessment for the Controlled Goods Program (CGP) and ITAR.

 

Benefits statement:

MDA provides competitive compensation and benefits packages for its employees at all locations. As a team member of MDA, you and your qualified dependents are eligible to participate in a benefit plan that ensures a comprehensive level of protection through competitive health care including; extended healthcare and flexible drug plans, dental and vision benefits, disability income protection, life insurance, group retirement savings plans; and an employee and family assistance program.

 

Equal opportunity statement:

MDA is an equal opportunity employer prizing diversity and inclusion. We are committed to treating all employees and applicants for employment with respect and dignity. If you require assistance and/or reasonable accommodation due to a disability during the application or the recruiting process, please feel free to notify us.