Administrative Assistant

1 month ago

Burlington Ontario, Halton, Canada CEM Engineering Full time

SUMMARY


The Administrative Assistant has strong attention to detail and exceptional organizational skills which results in high quality of work and the ability to support multiple individuals. This role provides administrative support to two senior leaders, as well as light front desk duties.


ESSENTIAL RESPONSIBILITIES/SERVICES

  • Assist two senior leaders in all administrative support tasks according to CEM’s policies, practices and procedures
  • Continually strives to improve productivity and business atmosphere
  • Presents a professional appearance, attitude, and demeanor in maintaining the same high standards
  • Maintain strict confidentiality in matters involving the Leadership Team
  • Schedule/cancel appointments and meetings, and coordinate travel with Administration department
  • Screen phone calls and monitor/update personal calendar
  • Input timesheet hours and notes, and expense reports on Ajera for one senior leader
  • Monitor and manage inboxes and emails for the two senior leaders
  • Calendar management for senior leader
  • Type dictations and coordinate document formatting with Project Administration Department for senior leader
  • Transcribing manual markups into the digital work product (such as Word or PowerPoint)
  • Proven ability to align with senior leader's priorities, ensuring nothing falls through the cracks
  • Liaison between departments within the organization
  • Maintain effective working relationships with clients and other employees
  • Assist with related tasks and duties as requested or assigned
  • Other duties as assigned and required
  • Filing hard copy documentation to appropriate archives
  • Printing and binding hard copy reports
  • Retrieving and electronically filing documents to internal file system
  • Ensures office runs efficiently and smoothly
  • Responsible for ensuring all equipment is running properly
  • Responsible for ordering supplies and maintaining office
  • Responsible for welcoming and directing visitors
  • Handle general IT issues in the office and coordinate with Manager of Administration


LEADERSHIP

Reports directly to the Manager of Administration, who will provide training, mentoring and leadership in this role.


REQUIRED KNOWLEDGE AND SKILLS

  • Strong interpersonal skills, judgement and discretion
  • Professional level in the English language in both written and oral and expert level in grammar
  • Supply Management
  • Excellent organizational and time management skills
  • Experience or training in general secretarial work
  • Professional, team-oriented, organized, adaptable, dependable
  • Proficient in Microsoft Word, Excel, Power Point and Outlook
  • Ability to perform multiple tasks and adapt to changing priorities
  • Ability to type accurately
  • Aligned with CEM Core Values


PRIMARY OBJECTIVES/MEASURABLES

Assist the senior leaders to be as effective as possible

Maintain office and ensure it is properly stocked and neat


EDUCATION AND EXPERIENCE

1-3 years of administrative experience


LOCATION

Burlington Office – 5420 North Service Rd, Burlington – minimum 3 days per week in office

  • Possibility of visiting St. Catharines office once per month

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