Administrative Assistant

Description:

Enbridge is delighted to welcome an Administrative Assistant onto the team! While in this role, you will support the Manger Area Operations Westover and provide administrative and office support to ensure efficient operation of the Westover Area. You will thoroughly learn the business area and become an increasingly valuable support resource providing the maximum amount of support and increasing the efficiency of those supported.

We are looking to add an individual to our diverse team who shares in our core values of safety, integrity, respect, and inclusion! In return, we offer opportunities to grow and increase your knowledge and skills, and an exciting career filled with a competitive benefits and pension package including generous time off.

What you will do:

• Time management – Maintains and handles calendar, schedules meetings coordinates travel and accommodations, expense report submissions for the leadership and work day-to-day to ensure maximum time efficiency is achieved by anticipating and initiating appropriate actions as required

• Perform administrative duties involving reception, distributing messages to staff where required

• Receive and/or direct incoming and outgoing courier shipments, sort mail, parcels, emails and corporate communications.

• Perform photocopying, maintain an organized filing system of paper and electronic files including updating filing index, scanning, editing and emailing as requested for all departments with Enbridge.

• Provide Admin Support for the Westover office and other areas including Mississauga; over 22 employees in Westover Area to support when required.

• Coordinates with external vendors to receive, track, distribute and process external invoices to appropriate approving authorities. Reviews, tracks and follows up on outstanding invoices distributed through Oracle in a timely manner

• Lead / control security access in established software – process new access cards for new hires, activate cards for visitors, print reports, review and update the software to ensure information is current

• Provide administrative services for the leadership meetings and other meetings as required i.e. distribute any correspondence, prepare agenda, record minutes, assemble action items, and if required catering arrangements

• Manage office logistics for visitor's access, reception, orientation; ensure office access area is monitored to control office visitors' entry and beware of any suspicious activity

• Build annual administrative component of budget and keep within approved amounts and support management with budget review and forecasting.

Who you are:

• Relevant education and a minimum of 3 years' experience in the administrative field; or an equivalent combination of education (degree/diploma) and related experience

• Proficient with the Microsoft Office 365, SharePoint, Internet navigation, email and general computer use

• Strong interpersonal and communications skills, requires a high level of situational awareness, discretion, tact and diplomacy when representing the Manager with internal and external contacts

• The ability to work unsupervised and prioritize workload while ensuring deadlines are met

• Ability to uphold a strict level of confidential material and treat accordingly

• Role requires a valid driver’s license, which will be verified with a driver’s abstract check prior to hire

• Financial accounting experience would be an asset.

Working Conditions:

• Office Environment

• Ability to work with a large group and independently

• Infrequent travel required through the region. Occasional travel within Canada and United States