Administrative Assistant

3 months ago

Peterborough, Canada D.M. Wills Associates Limited Full time

Administrative Assistant - Environmental Services Department
D.M Wills Associates Limited is in search of an Administrative Assistant to join the Environmental Services Department.

**Key Responsibilities**:

- Support Department Manager, Group Leaders, and Project Managers, as requested.
- Assist in the preparation of department or project-specific documents, including tenders, proposals, marketing materials, contracts, reports, spreadsheets, agendas, meeting minutes, and presentations.
- Facilitate project initiation, setup, and procurement according to company procedures.
- Coordinate project delivery and timelines, ensuring key deliverables are met.
- Assist with Ajera maintenance, including monitoring Work in Hand and backlog in line with company procedures.
- Contribute to onboarding and orientation activities for new and existing employees.
- Advise and guide staff in company procedures and standards.
- Support workflow improvement and scheduling optimization.
- Monitor compliance with Health and Safety (H&S) requirements and assist in the creation of H&S documents.
- Maintain up-to-date department project profiles, CVs, bios, and promotional materials within corporate standards.
- Manage both physical and electronic documents and materials, ensuring accurate filing, sorting, and archiving.
- Coordinate various bookings, including meeting spaces, corporate events, restaurant reservations, vehicle rentals, and accommodations.
- Prepare outgoing mail and courier packages, including mail merges.
- Support Department Manager in the preparation of monthly and quarterly financial reports, as required.
- Collaborate with other Administrative Assistants to provide backup and support as needed.
- Complete additional tasks and projects as directed.

**Qualifications and Experience**:

- 2-year Diploma in Office/Business Administration or equivalent.
- Minimum of 3 years of proven experience providing essential administrative duties, as described above.
- Expert knowledge of Microsoft Outlook, Word, Excel, PowerPoint, and Adobe.
- Working knowledge of MS Project.
- Strong communication and interpersonal skills and demonstrated experience fostering positive collaborative relationships.
- Solid analytical, organizational, and problem-solving abilities.
- Strong work ethic, goal-oriented, highly motivated with a well-developed understanding of accountability.
- Excellent time management skills, including the ability to manage multiple assignments concurrently.
- General knowledge of the Ontario Health and Safety Act.
- Strong team coordination and leadership skills, and ability to work independently, with little supervision.
- Proficient in document management and project management tools.
- Demonstrated attention to detail, even when under pressure.

**Work Culture**:
Join our dynamic and innovative Environmental Services team, where accountability, collaboration, creativity, and dedication are the driving forces. At Wills, our partnerships with our team members, clients, and community are deeply rooted in respect and are nurtured within a work environment that is dedicated to supporting, nurturing, and upholding a culture of diversity, equity, and inclusion. We value and honor each individual's dignity, ideas, and beliefs, fostering an atmosphere of collaboration and mutual respect.
We recognize the importance of smart work and are committed to promoting a healthy work-life balance for all our employees. Our flexible work options empower you to achieve harmony between your professional and personal commitments. Moreover, we take pride in providing a social and professional work environment that not only encourages growth and advancement but also supports your personal and professional aspirations. We believe that every team member's success contributes to the overall success of Wills.
As a socially conscious organization, we are driven by a desire to make a positive difference in the communities where we live and work. Through our projects, initiatives, and community involvement, we are dedicated to creating a lasting impact that extends beyond our professional endeavors.
Join us at Wills, where you will find an inclusive, supportive, and diverse work culture that embodies our commitment to excellence, collaboration, and positive change.

**Why this Job Matters**:
As an Administrative Assistant in the Environmental Services Department, you will play a crucial role in supporting our team's success. Your contributions will directly impact project completion, business development, and the overall efficiency of the department. By ensuring efficient operations and maintaining accurate documentation, you will enable our team to thrive and make a meaningful difference in environmental initiatives.

**What You Will Gain**:
By joining the Wills team, you will have the opportunity to enhance your administrative skills while being an integral part of a dynamic and forward-thinking department. You will collaborate with expe

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