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Administrative Assistant

2 months ago

Guelph, Canada Geosyntec Consultants, Inc. Full time

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

Looking for a place to advance your career? A place where you can support industry recognized professionals who are solving tough environmental problems? Geosyntec is the place for you We have an opportunity available for an **Administrative Assistant** in our **Guelph, Ontario** office. Geosyntec is looking for an individual who is motivated and energized to support our growing business in diverse areas of practice. The position plays a critical role in providing an excellent professional first impression and face of the company both when engaging with visitors, clients, partners, and other stakeholders, and with delivering professional work product. Primary responsibilities include performing specialized administrative work of a confidential, complex, and varied nature and special project assignments assisting department managers. This position requires strong attention to detail, passion, and drive to deliver in this fast-paced exciting environment from within our office in Guelph, Ontario.

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.

Essential Duties and Responsibilities:
Is this the right position to help you achieve your professional goals? Some of the key responsibilities for the position include:

- Advanced computer skills in MS Office (Word, Excel, and PowerPoint), MS Publisher, MS Project, Adobe Acrobat, MS Outlook (or other comparable web navigation software). (required)
- Assemble and coordinate the production of reports, technical papers, forms and summaries and other documents of varying complexity and confidentiality prepared by, or under the supervision of the Department Manager, professional staff or Branch Manager.
- Schedule and organize business and time-sensitive office activities such as travel, client meetings, staff meetings, conferences, and webinars for the department and office.
- Perform desktop publishing and develop visual presentations for professional staff.
- Maintain appointment schedule, calendar and travel itinerary of professional staff.
- Type, format, and layout general correspondence, memos, charts, tables, graphs, business plans, reports and documents relating to clients, projects, and professional matters; proofread documents for spelling, grammar, and format consistently using company styles and procedures.
- Organize and prioritize information and calls; create logs and databases.
- Establish, develop, maintain and update client, project, governmental agency and confidential filing systems, and as required, maintain and update library of professional journals and magazines.
- Interact directly and act as a liaison with other departments, outside agencies, clients and staff, under the direction of manager, professional staff and other senior management.
- Complete Proposal Initiation and Project Initiation forms and open project files.
- Conduct research and compile and process statistical reports.
- Maintain calendar system regarding work in progress and inform professional staff of due dates.
- Deal with maintenance and contracts for office equipment, as needed.
- Proof billing reviews and client invoices for accuracy.
- Track budgets for projects and maintain accurate records in project-related costs and project management systems.
- Manage day to day operations and workflow.
- Organize office procedures e.g. information filing, retrieval systems, supplies inventory and ordering; and
- Assist Manager with training new support staff.
- Assist with receptionist duties as needed.
- Assist with local business errands as needed.
- Perform related administrative tasks and assist other administrative staff as needed.

Skills, Experience and Qualifications:

- Accurate typing skills of a minimum of 40 to 50 wpm. (required)
- Must be organized, be detail oriented, able to prioritize and multi-task. (required)
- Work schedule is Monday to Friday in office 8:00-5:00.
- 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)

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