Senior Administrative Assistant

3 weeks ago

Waterloo ON, Canada Geosyntec Consultants, Inc. Full time

Overview

Do you want to build an impactful career to change the world for the better?

Geosyntec has an exciting opportunity for a Senior Administrative Assistant to provide office support in our Waterloo, Cambridge or Guelph, Ontario office. The position plays a critical role in providing an exceptional professional first impression when engaging with visitors, clients, partners, and other stakeholders. Primary responsibilities include performing specialized administrative work of a confidential, complex, and varied nature and special project assignments assisting department managers. This position requires an exceptional attention to detail, motivation, passion, initiative, strong communication skills, and drive to deliver a professional work product.

Geosyntec is an innovative, international engineering and consulting firm serving private and public-sector clients to address new ventures and complex problems involving our environment, natural resources, and civil infrastructure. Our engineers, scientists, technical and project employees serve our clients from offices across the world. Ranked by ENR as one of the top environmental engineering design firms, Geosyntec is internationally known for its technical leadership, broad experience, and exceptional client service.

We invest in our people. Each employee is unique, and your career at Geosyntec will be too. We offer competitive pay and benefits, and well-being programs to support you and your family.

To Learn More Visit:

Essential Duties and Responsibilities
  • Coordinate the production of reports, technical papers, forms and summaries and other documents with a high level of complexity and confidentiality, utilizing other staff administrative resources as necessary and appropriate.
  • Work at a high level of competence and word processing capabilities to:
    • Compose material and information, type and design general correspondence, memos, charts, tables, graphs, business plans, reports and documents relating to client, project, and professional matters in accordance with company style guides;
    • Proofread copy for spelling, grammar, clarity of meaning, and formatting consistency, making appropriate changes or providing appropriate feedback to document originator; and
    • Responsible for accuracy and clarity of final copy.
  • Create logs and databases.
  • Work expertly in Excel to create pivot tables, graphs, and charts. Ability to assist with compilation of business forecasting data, working with internal stakeholders to complete monthly projections.
  • Perform desktop publishing and develop visual presentations for professional staff.
  • Schedule and organize complex activities from start to completion such as travel, client meetings, staff meetings, conferences, interviews and teleconferences, department and/or branch activities.
  • Maintain appointment schedule, calendar, and travel itinerary of professional staff.
  • Establish, develop, maintain, and update client, project, governmental agency and confidential filing systems, as required. Maintain and update library of professional journals and magazines, track client submittals and maintain records management and document control protocols.
  • Interact directly and act as a liaison with other departments, outside agencies, clients and staff on subjects related to area of focus and assigned projects.
  • Complete Proposal Initiation and Project Initiation forms and open project files.
  • Conduct research and compile and prepare statistical reports.
  • Maintain calendar system regarding work in progress and inform professional staff of due dates.
  • Proof billing reviews and client invoices for accuracy. Ensure compliance with client and/or project manager standards.
  • Track budgets for projects and maintain accurate records in project-related costs and project management systems, create spending plan graphs, prepare client-specific invoicing spreadsheets.
  • May review dailies, newspapers, newsletters for business leads or other important information.
  • Assist with adherence to QA/QC Quality Auditing Procedures during internal quality control audits.
  • Supervise clerical and administrative personnel and their assignments including:
    • Manage day to day operations and workflow;
    • Organize office procedures e.g., information filing, retrieval systems, supplies inventory and ordering;
    • Organize the operation of word processing and other equipment;
    • Participate in recruiting, hiring and training support staff;
    • Evaluate performance of support staff;
    • Ability to work with many people with competing deadlines and prioritize work accordingly;
    • Ability to create, update and maintain company templates with styles and branding, in accordance with company guidelines;
    • Mentor and coach administrative staff; and
    • Develop executive formal and informal training programs for support staff.
  • Create, update and maintain office templates. Take initiative to learn new programs and train junior and support staff as appropriate.
  • Create templates for client specific formatting and ensure adherence by all administrative staff to same. Manage project specific submittals, ensuring client and firm standards are met.
  • Perform related administrative tasks and assist department manager and other administrative staff as needed.
  • Ability to drive to local offices on short notice to provide support, as required.
Skills, Experience and Qualifications
  • This position requires a High School Diploma and six (6) years of experience as an Administrative Assistant or equivalent, an Associate degree or college diploma and four (4) years of experience, a Bachelor’s degree and two (2) years of experience, or any related combination of education and experience. (required)
  • This role must have advanced proficiency in computer skills in Microsoft Office (Excel, Word, PowerPoint) MS Publisher, MS Project, Adobe Acrobat, MS Outlook. (required) As well as advanced knowledge of accounting and administrative policies and procedures.
  • Ability to read, analyze and interpret general business periodicals, professional journals, office procedures, software manuals and governmental regulations. Ability to write correspondence, routine reports, procedure manuals and presentations conforming to prescribed style and format. Ability to effectively present information and respond to questions from groups of professionals, project teams and clients.
  • Ability to define problems, collect data, establish facts and draw valid conclusions. Ability to interpret instructions in a variety of forms and deal with several abstract and concrete variables. Ability to arrive at effective solutions to problems independently.
  • Must have excellent organization skills, have superior attention to detail capabilities, able to prioritize and multi-task, show initiative and resourcefulness to get things done. (required)
  • Experience in managing administrative staff. (required)
  • Availability to work overtime on short notice as required by project demands. (required)
  • Valid Canadian driver’s license and a satisfactory driving record for business travel. (required)
  • Work schedule is in office Monday to Friday from 8:00-5:00. (required)
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