Administrative Assistant

Description:

General office administrative responsibilities including:
 

• This position will primarily provide support to the Project Director, Site C. Maintaining, coordinating and integrating

calendar schedules; booking and managing meetings and conference calls logistics; managing correspondence to ensure
all items are prioritized and dealt with in a timely manner; maintaining files and providing back up materials prior to all
meetings including the retrieval of materials and preparation of agendas; and prioritizing, managing, and communicating
deadlines/action items.
 

• This position is also responsible for coordinating the flow of information between the Director, direct reports and extended

team; working closely with the Leadership office; following up on outstanding action items; preparing/drafting reports,
letters, meeting agendas, meeting minutes, and presentation material for distribution; event planning, and logistical support
as required;
 

• Knowledge of SAP is important to support the Director and direct reports with time and labour, management reporting and

on line expense procedures and to raise contract requests, contract change requests and direct invoices for approval.
 

• This position is also accountable for maintaining the departmental organizational chart, ensuring the departments’ contact

lists are up to date and maintain the overall email distribution list for the Director that’s also shared with the VP’s office.
 

• Works with other administrative assistants to provide support when required, such as vacation backfill.

• Manages safety and mandatory training for team including QLMS reporting and tracking of compliance.

What you bring

• Post-secondary education or equivalent.

• 3 to 5 years senior level administrative experience or equivalent within a corporate environment performing a range of

diverse, confidential, administrative support duties.
 

• High level of interpersonal and communications skills, both verbal and written, tact and diplomacy.
• Strong organizational and time management skills with the ability to multi-task, prioritize and adapt easily to shifting and/or

conflicting deadlines.
 

• Self starter who is proactive in identifying and proposing solutions to issues that arise using sound judgment and decision

making skills.
 

• Exceptional attention to detail.

• Ability to work as a team leader by providing leadership and guidance to field based staff on Administrative policy.

• Highly proficient with current business software including: MS Office applications (Word/Excel/Outlook/PowerPoint);