Bilingual Executive Assistant & Administrative Coordinator – ALTO project

SYSTRA Canada is part of the SYSTRA group, an international consulting and engineering group, a world leader in the design of transport infrastructures. SYSTRA Canada is an engineering and consulting firm whose primary focus is to offer transportation solutions, whether for passengers or goods: feasibility studies of building a new railway line, increasing the capacity of the existing infrastructure, privatization of a railway.

Context

Join SYSTRA Canada in shaping the future of Canada with this impressive ALTO high-speed rail project connecting Quebec City to Toronto, the largest infrastructure project in Canada in generations. 

The ALTO high-speed rail project aims to improve the quality of life of our citizens, strengthen ties between communities, and stimulate economic growth.

Are you convinced that a more sustainable world is possible and that mobility is an integral part of thinking about the future of our planet? Come aboard with SYSTRA Canada and be part of the project that will revolutionize the railway industry in Canada!

Missions/Main Duties

The Bilingual Executive Assistant and Administrative Coordinator provides proactive executive and project-wide support, coordinating calendars, meetings, travel, communications, documentation and office operations with a high degree of discretion and accuracy. Fully bilingual in French and English, this role ensures clear, consistent internal and external communications and seamless coordination across teams, vendors and partners to meet project and corporate standards.

Executive and Meeting Support

• Assist Project Executives and project teams proactively, handling highly confidential information with discretion.
• Manage calendar and agenda scheduling for Project Executives, including coordination of meetings, preparation of materials, travel arrangements and expense processing.
• Attend selected meetings, prepare summaries, and track actions and follow‑ups.

Communications and Events

• Coordinate internal communications for project teams and technical engineering teams; draft, edit and standardise bilingual communications for the project team and the broader project audience.
• Ensure that the format and content of external communications meet project requirements and corporate expectations in both French and English.
• Coordinate the organisation of meetings and internal events, handling invitations, logistics and on‑site support.

Documentation and Signatures

• Oversee documentation governance: quality control (grammar, clarity and standardisation) and creation/maintenance of project templates.
• Manage signature workflows through DocuSign, including template preparation, routing, tracking and completion.
• Coordinate with Document Controls for document numbers and transmittals, ensuring version control and traceability.

Administrative Operations

• Triage and respond to project questions and requests on a daily basis; retrieve and prepare data, reports and briefings as needed.
• Create and maintain documentation for the Project Assistant team; support Project Management with day‑to‑day operational tasks.
• Implement and maintain an administrative task‑management platform with ticket tracking to improve service levels and visibility.

Office and Facilities Coordination

• Coordinate project office reorganisations; support office equipment and IT issue resolution.
• Manage office supply inventories; create office signage and liaise with printers.
• Process access requests for visitors and employees; identify and implement room‑booking tools; book rooms for partners (OPM and PDP) across project and external sites.
• Coordinate with the head office for ordering office supplies, including stationery and health and safety equipment such as PPE.

HR Coordination

• Support on/offboarding processes.
• Maintain and update the organisational chart.
• Coordinate with the CSO for fingerprinting sessions and related clearances.

General

• Any other general administrative office work required by the project.

Profile/Skills

Education: Professional diploma in office administration or another diploma relevant to the role.

Years of experience: 5 to 7 years' experience in a similar role.

Technical competencies:

• Proficiency with MS Office Suite (Word, Excel, PowerPoint).
• Proficiency with Visio for process flows and diagrams.
• Proficiency with DocuSign for e‑signature workflows and records.
• Clear verbal and written communication skills, both in French and in English, including strong editing of others’ texts in both languages*

*Reasons for requiring bilingualism: You will have the opportunity to work with a varied clientele, including both French- and English-speaking companies. Bilingualism is therefore fundamental to building strong relationships with our customers, understanding their specific needs and communicating effectively in their preferred language.

Personal & soft skills:

• Proactive problem‑solving and sound judgement in a fast‑paced environment.
• Discretion and confidentiality.
• Strong organizational skills, ability to meet deadlines.
• Attention to detail; ability to work under pressure.
• Team spirit, positive attitude and sense of initiative.

SYSTRA Canada is committed to having a diverse and inclusive workforce. We are an Equal Opportunity Employer that values applications from all and offers employment equity based on the merits and abilities of candidates and personnel.

We use AI-enabled tools in our recruitment platform (iCIMS) for tasks like resume parsing and candidate matching. These tools do not make hiring decisions; all applications are reviewed by a human recruiter, and final decisions are made by our hiring team. For questions about our hiring process or AI tools, please contact [email protected].

Note: In this description, the masculine gender is used for easy reading purposes and includes the feminine.