Administrative Assistant

About Us 

Velixo builds Excel-based reporting tools that integrate directly with leading ERP systems like Acumatica and Sage Intacct. Our mission is to empower finance and operations teams to access the data they need—without leaving the tools they already love. We're a collaborative company where people take ownership, solve complex problems, and build meaningful relationships with our customers and teammates alike. 

Role Summary 

We are seeking a highly organized and resourceful bilingual Administrative Assistant to support our leadership team and ensure the efficient operation of our office. This role combines traditional administrative responsibilities with a range of office management tasks. The ideal candidate will be proactive, detail-oriented, and capable of managing multiple priorities with minimal supervision.

This position plays a critical role in coordinating travel and expenses for senior management and board members, maintaining a productive and welcoming office environment, organizing meetings and events, and supporting compliance and documentation processes. Strong communication and organizational skills are essential for success in this role.

Responsibilities 

• Travel and Board Support
  • Coordinate travel arrangements for board members and the management team, including booking flights, hotels, and transportation.
  • Create and distribute detailed travel itineraries.
  • Manage changes or last-minute issues related to travel.
  • Plan logistics for board meetings, including travel, meeting room bookings, and refreshments.
  • Send invitations, manage attendee coordination, and assist with the preparation and updating of the board deck.
• Gifting & Relationship Support Coordination
  • Coordinate and manage the timely sending of gifts to customers, partners, and team members for various occasions.
  • Maintain a gifting calendar, source appropriate vendors, and ensure accurate delivery and personalization of packages.
• Documentation and Administrative Support
  • Prepare reports, presentations, and meeting notes for internal and external use.
  • Maintain and organise administrative folders.
  • Perform data entry and maintain up-to-date records and internal databases.
• Event and Meeting Coordination
  • Organize and support company-wide events, meetings, and team-building activities.
  • Coordinate logistics, invitations, supplies, and follow-up communications.
• Compliance and Policy Support
  • Enforce light workplace policies, such as clean desk practices and visitor sign-in procedures.
  • Ensure proper procedures are followed for office and building access.
• Office Management
  • Ensure the office environment is clean, safe, organized, and welcoming to staff and visitors.
  • Monitor and replenish company-provided snacks, kitchen supplies, and other office essentials such as paper and ink.
  • Coordinate facility upgrades, repairs, or furniture needs as necessary.
  • Act as the main point of contact with the office landlord and external service providers (e.g. cleaning and maintenance).
  • Book external meeting rooms as required.
  • Manage access control systems and issue or revoke building and system access.
• Expense Management
  • ​​​​​​​Collect receipts and invoices and complete expense reports for review and submission.
  • ​​​​​​​Track and follow up on pending or incomplete expense items.

What We’re Looking For 

• Education: CEGEP diploma or equivalent required; associate or bachelor’s degree in business administration or related field preferred.
• Experience: 2+ years in an administrative, executive assistant, or office management role, preferably in a fast-paced or startup environment.
• ​​​​​​​Bilingual (French and English): Excellent written and verbal communication skills in both French and English are required. The role involves supporting internal and external stakeholders in both languages.
• Tech-Savvy: Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); experience with collaboration tools like Teams or Confluence is a plus.
• Organization & Attention to Detail: Able to manage multiple priorities and meet deadlines with accuracy and efficiency.
• Discretion & Confidentiality: Trusted to handle sensitive information with integrity and professionalism.
• Strong Communication: Excellent written and verbal communication skills; able to represent executives and liaise with clients and partners professionally.
• Problem Solving: Proactive mindset with the ability to troubleshoot and resolve administrative or logistical issues independently.
• Adaptability: Comfortable handling changing priorities and working in a dynamic, sometimes ambiguous environment.

What We Offer 

• Flexible work culture 
• ​​​​​​​Annual bonus program 
• Professional development support 
• Inclusive, kind, and collaborative team 

Equal Opportunity Statement  

At Velixo, we’re committed to building a team that reflects the rich diversity of the communities we serve. We welcome and encourage applicants from all backgrounds, regardless of race, ethnicity, gender, sexual orientation, age, disability status, religion, or any other characteristic protected by law. 

We believe diverse teams build better products and stronger cultures, and we strive to create an environment where everyone feels respected, valued, and empowered to do their best work.