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Administrative Assistant

3 months ago

Mississauga Ontario CW, Peel region, Canada oilandgas.org.uk Full time

Job Description


Administrative Assistant


AtkinsRéalis is one of Canada's largest private sector nuclear engineering groups. We have been providing a wide range of services to the nuclear industry in Canada and around the world for more than 60 years. We are proud to be the steward of Canadian CANDU nuclear technology.


Under the general supervision of the Manager, Administrative & Executive Support, Administrative Support Supervisor and/or Project Director/Manager (as applicable), the Administrative Assistant is responsible for performing a variety of complex administrative tasks requiring a thorough knowledge of company and/or project policies and procedures. This position requires the ability to work independently and as part of a team, exercising judgment and initiative and may be required to provide support for several departments.


Under minimal supervision and with confidentiality and diplomacy, accountable to perform and manage a variety of complex and demanding administrative support duties ensuring smooth and successful operation of the office.


Location - Mississauga, ON


Your role within the team:

  1. Anticipate and effectively work with conflicting and changing priorities, ensuring that deadlines, priorities and objectives are met.
  2. Monitor manager's email to provide information and obtain relevant material, without prompting and to act upon any foreseeable events/conflicts. High discretion and good judgement used to anticipate, prepare for and respond to unexpected events and changes in direction.
  3. Using integrity, confidentiality and diplomacy; work/interact with all levels of management and staff - both internally and externally and customers/clients.
  4. Liaise with other departments/business sectors within Candu Energy, SNC-Lavalin and/or Projects. Maintain good working relationships with their respective AA's/PA's/EAA's.
  5. If applicable, discreetly handle confidential documents and information.
  6. Manage complex and conflicting schedules - using cooperation, prioritization, foresight and decision making skills.
  7. Coordinate internal and external meetings and events - using cooperation, prioritization, foresight and decision making skills. Provide and/or prepare required meeting material.
  8. Coordinate material or enter/provide input into any applicable weekly/monthly/annual reports.
  9. Maintain and update databases.
  10. Coordinate travel arrangements; provide necessary documents (flight itineraries, car/hotel arrangements, meeting itineraries, background/biographies, etc.), obtain Visas.
  11. Prepare and/or validate expense reports ensuring accuracy and compliance to corporate and/or project policies, procedures and code of ethics.
  12. Timesheet administrator. Run weekly timesheet audit reports.
  13. Prepare daily packages - schedules, relative meeting material, etc.
  14. Maintain monthly safety meeting records and follow-up on any actions. Participate in workplace inspections as required.
  15. Perform advanced level word processing (letters, CVs, memos, faxes, minutes of meetings, specifications, reports and manuals).
  16. Provide accurate reports on a timely basis, maintaining consistency in project documentation for format and content, including editing and proofreading documents.
  17. Respond appropriately to inquiries and make decisions when necessary.
  18. Maintain and update vacation schedule for salaried employees (both site and office).
  19. Order office supplies.
  20. PowerPoint presentations.
  21. Maintain project files in document control systems.
  22. Proofread documents for correct formatting, English usage, grammar and spelling.
  23. Undertake special assignments as required or as assigned by Management.

Why choose AtkinsRéalis as an employer?


Because we offer:

  1. The opportunity to work on various major projects for internal and external clients.
  2. An exciting environment where work-life balance is important.
  3. A wide array of learning and development opportunities.
  4. Competitive pay, flexible benefits, an employee share plan, and a defined contribution pension plan.
  5. A work environment focused on health and safety.

Worker Type


Employee


Job Type


Regular


At AtkinsRéalis, we seek to hire individuals with diverse characteristics, backgrounds and perspectives. We strongly believe that world-class talent makes no distinctions based on gender, ethnic or national origin, sexual identity and orientation, age, religion or disability, but enriches itself through these differences.

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