Aviation Bilingual Administrative Assistant

3 weeks ago

Aurora, Canada WSP Global Inc. Full time

The Opportunity: 

WSP is seeking a Bilingual Administrative Assistant to join our Aviation, Transportation Systems team. Reporting to the Director, the Administrative Assistant assists the project team by coordinating and supporting the execution of project and department activities. As a member of the Transportation Systems team, you will be given opportunities to apply your education and experience in supporting a multidisciplinary team working on large, complex projects. You will be challenged to manage multiple priorities, meet tight deadlines, and maintain a very high standard of care. You will gain knowledge through mentorship and skills development, fast-tracking your professional development to becoming a strong Administrative Assistant in the transportation consulting field.

Why choose WSP? 

  • We value and are committed to upholding a culture of inclusion and belonging 
  • Our Flexible Work Policy – we recognize the importance of balance in our lives and encourage you to prioritize the balance in yours. We will support you on and off the job so you can be fully present in both your work and home lives. 
  • A Canadian success story - we're proud to wear the red and white of this beautiful country and show the world what Canada has to offer. 
  • Enhance the world around you - from the environment to the highways, to the buildings and the terrain, WSP is the fabric of Canada. 
  • Outstanding career opportunities - we're growing and pushing ourselves every day to be greater than yesterday - we're open to your ideas and trying new things. 
  • A phenomenal collaborative culture and a workforce filled with genuinely good people who are doing humbly important work. Come find out for yourself what it's like to be a part of our journey. 

We offer attractive pay, flexible work options, a great corporate culture, comprehensive and employee-focused benefits including virtual healthcare and a wellness platform as well as great savings programs, and a clear vision for the future. 

#WeAreWSP  

What you can expect to do here: 

  • Administrative support to the management team which includes coordinating travel arrangements and handle requests and queries from the team;
  • Coordinate necessary meetings, as required, including take and distribute minutes of meeting, follow-up on actions;
  • Write and distribute emails, client correspondence memos and letters;
  • Support return to office initiatives;
  • Organize and schedule appointments and meetings for the senior management team;
  • Provide quality checks and reviews of team training courses such as training review and completion, per project and team requirements;
  • General and electronic filing and archiving, photocopying, and other administrative duties as required;
  • Work closely with Project Managers by offering consistent and professional administrative support with their daily general and project requests;
  • Assist in the preparation of regularly scheduled reports including various proposal sections such as executive summaries, project descriptions etc.;
  • Coordinate with subcontractors;
  • Prepare Purchase Orders and Work Orders;
  • Create and maintain a register of all project and proposal documents by regular updates of related logs to track all documents including opportunities, completed, wins, losses etc.;
  • Ensure all project and proposal documentation is compliant with project formats, company standards, styles, and verification forms;
  • Participate in proposal development processes and methodologies;
  • Review final reports and submissions for delivery;
  • Research best practices, assist with developing a business case, and prepare client presentations;
  • Other duties as assigned/required.

What you’ll bring to WSP:

  • Graduate of business administration diploma preferred;
  • Must be bilingual in French and possess both strong speaking and written French communication skills;
  • 3 – 5 years of experience providing administrative support in a professional consulting environment;
  • Communicate with clients, sub-consultants, and team members in a professional manner;
  • Experience with budget tracking;
  • Excellent organizational skills (record keeping, time management, follow up);
  • Interest and or experience in transportation projects and proposals;
  • Adaptability and flexibility including ability to manage deadline pressure, ambiguity and change; 
  • Strong organizational skills and the ability to take initiative
  • Excellent problem-solving abilities;
  • Team player with a flexible can-do attitude and the ability to prioritize workload and handle multiple deadlines;
  • Exceptional interpersonal skills;
  • Integrity, professionalism, and excellent written and verbal communication skills are required to handle both internal and external communications with tact and diplomacy;
  • Ability to work in teams and foster a spirit of cooperation while coordinating a variety of activities and personalities; strong people management and negotiating skills within a team environment;
  • Familiarity with handling technical documents and project management practices;
  • IT skills, including Word, Excel, PowerPoint, Outlook, and Visio. MS Access is an asset;
  • Available for occasional overtime work;
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