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2 hours ago
Job Title: Administrative Assistant IILocation: Thunder Bay or North Bay, ONWork Type: Full time in office - 5 days per weekThis is for an existing vacancyJob SummaryAs an Administrative Assistant II, you’ll play a pivotal role in supporting the smooth day-to-day operations of the region through proactive administration, communication, and coordination. This position requires a highly organized, tech-savvy professional who thrives in a fast-paced environment and is comfortable navigating multiple internal systems.KEY RESPONSIBILITIES:Executive & Operational Support• Manage calendar, travel, correspondence, expense reports, vacation schedules, and safety training tracking for the Operations Manager and Leadership Team.• Coordinate internal and external meetings, including invites, agendas, presentations, minutes, logistics, and follow-ups (e.g., Operational Reviews, Town Halls, Leadership Meetings).• Maintain internal communication channels and act as liaison with key external contacts. Office & Facilities Management• Manage telephone reception for both internal and external regional office needs• Serve as the primary contact for office operations including mail, service contractors, office supply orders, and building maintenance.• Ensure smooth day-to-day functionality of the office and act as liaison with REWS and building services for repairs and service tickets.Regional Team Coordination• Maintain and update distribution lists, phone directories, and SharePoint/Team sites.• Coordinate meeting logistics: invites, agendas, presentations, minutes, room setup, AV support, and meals/refreshments.• Create and manage Duty Manager and Supervisor rotations.• Consolidate and distribute materials, reminders and updates (e.g., SAP requirements).Budget & Expense Administration• Assist with SAP entries, centralized SRO tracking, and expense submissions for supervisory staff.• Manage specific invoice processing.Technical & Systems Support• Process SailPoint and system access requests.• Provide Power BI reporting as needed.• Provide support for server issues and office equipment troubleshooting.• Handle service request orders and general clerical support.Learning & Onboarding• Act as Workday Learning Administrator: edit offerings, pull reports, update ILT completions.• Support onboarding processes and administrative learning functions.Community Investment & Stakeholder Engagement• Provide quarterly spend updates and updates for regional leadership meetings• Coordinate Project Zero and Project Assist submissions and media announcements.• Support municipal advisors regarding community investment• Support internal and external stakeholders with event coordination.Additional Duties• Participate in internal committees, projects, and initiatives as required.• Perform other administrative tasks as assigned.Minimum Qualifications• Minimum 3 years of experience in an administrative, executive assistant, or similar role.• Post-secondary education in Business Administration or a related field.• Proven ability to learn and navigate multiple internal systems quickly (e.g., SAP, Workday, SailPoint, SharePoint, Power BI, MS Office Suite, etc.).• Strong organizational and time management skills with the ability to work and prioritize tasks independently.• Excellent communication and interpersonal skills along with the ability to work collaboratively with cross-functional teams.• High attention to detail and accuracy in documentation and reporting.• Comfortable working onsite and supporting a regional team virtually across multiple locations.• Critical thinker with effective decision-making skills.• Discretion and professionalism when handling sensitive information.• Ability to travel approximately once per month throughout Northern Ontario (North Bay, Thunder Bay, Sudbury etc.). Access to own vehicle and driving NOT required. Worker will have the option of using alternate forms of travel, as applicable.
