Your Opportunity
Are you energized by teamwork, meticulous with details, and skilled at juggling multiple priorities? Do you thrive in a fast-paced, professional environment where organization and initiative are key? If so, we’d love to meet you. Our Buildings team are currently seeking a highly motivated Administrative Assistant for our Waterloo and Ottawa, Ontario offices. The role is ideal for someone who can manage a dynamic workload, coordinate multiple projects and deadline requests simultaneously, has keen attention to detail while editing and proofreading documents, and brings a proactive, positive, solutions-oriented and team mindset to the table.
Success in this position requires:
Strong self-management and reliability while working as part of a team
Detail oriented with excellent interpersonal and communication skills while multi-tasking
Strong knowledge of Microsoft Office Suite with a natural curiosity and eagerness to learn
The ability to foster a positive, collaborative office culture
A confident, friendly personality and a passion for helping others will make you a standout candidate.
In the role of Administrative Assistant, your ability to take initiative and remain flexible while dealing with multiple requests and deadlines rounds out your demonstrated administrative skills. You bring experience to support our administrative team, leadership and project teams in a dynamic, fast-paced environment. With a strong foundation in office administration, you will assist our teams to manage calendars, coordinate travel and events, prepare and proofread detailed documents, reports and presentations, field and direct calls, emails and client requests, maintain accurate records and handle confidential correspondence with discretion. You will be able to evaluate needs and make effective decisions with minimal guidance, have exceptional time management skills and be able to prioritize to meet tight deadlines. Proficiency in Microsoft Office Suite and being adept at adapting to new systems, while being committed to delivering high-quality administrative support enhances the team productivity and operational efficiency.
Your Key Responsibilities
You will be part of an administrative team supporting a business centre of approximately 140 engineers, technicians and technologists, aiding for a variety of requests, projects, and staff. Responsibilities may include screening calls; covering reception; managing calendars; coordinating travel, meeting and event planning arrangements; proof-reading and preparation of high quality, accurate and timely documents such as proposals, reports, specification packages, requests for information, meeting minutes, and other client required documentation; preparing and tracking documents as requested; set up and managing administration of project collaboration sites (Teams, SharePoint, etc.,) as requested; preparing / collaborating / submitting required project setups, contract reviews and project-specific requirement documentation; and providing customer relations.
Key Responsibilities (but not limited to):
Demonstrate research and writing skills, along with solid verbal communication.
Prepare draft proposals and reports, conduct background documentation and research as required.
With an attention to detail based approach, review documents, reports, and correspondence for format, content, grammar, spelling and editing as necessary.
Prepare and review presentations.
Complete special projects in support of leadership, as required.
Organize social events, meeting spaces, lunches, etc. as requested.
Provide reception support (i.e. meeting/greeting clients, managing phone communications, meeting planning, room and lunch coordination, courier support, general office support), and general back-up for reception personnel as required (Ottawa office).
Record, coordinate review and distribute meeting minutes as required.
Maintain a professional and positive outlook with flexibility and initiative to respond to changing projects and priorities.
Strong social skills, business acumen with proven organizational and time management skills with the ability to collaborate in a fast-paced, multi-disciplinary, dynamic environment.
Maintain filing systems and basic databases and meticulous records maintenance skills.
Excellent organization and time management skills and a good understanding of how to create, maintain and retrieve information quickly and effectively.
Ability to effectively communicate with senior management, supervisors, peers, and clients.
Present a positive and professional image of the office to all colleagues, visitors, suppliers, inquiries, and other persons.
Exemplify team-oriented collaboration with other administrative support to prioritize and complete tasks effectively and efficiently.
