Administrative Assistant

4 days ago


Toronto, Canada IBI Group Full time

Company Description

We are a global architecture, engineering, planning, and technology firm defining the cities of tomorrow.

By connecting design and technology, we change how people experience their built environment. We work across disciplines to create the intelligent systems, sustainable buildings, and efficient infrastructure that shapes the way people live, move, learn, and heal.

With over 3,000 employees and 60+ offices around the world, we understand what it takes to work locally and scale globally.

At IBI, we’re defining the cities of tomorrow.

Job Description

**Most of the Things You’ll Work On**:

- Support the Stakeholder Engagement Lead, Project Coordinators, Contracting Authority, and other team members in managing the day-to-day administrative duties, demonstrating excellent organizational skills, attention to detail, and accuracy in all tasks
- Support the project team in the preparation of agendas and briefings for stakeholder meetings and produce minutes of meetings ensuring all information is properly recorded on the document management solution
- Create, manage and update of core project materials including presentations, meeting minutes, memos, sign off sheets, engagement checklists, tailoring messages to specific audiences
- Plan and deliver workshops, working groups, meetings and focus groups
- Ensure stakeholder records are kept up-to-date and reflect latest contact and engagement activities
- Research, populate, and manage the event tracker to record all project presentations, briefings, and workshops
- Report, evaluate, and analyse, including maintenance of stakeholder needs, in partnership with Discipline Leads and Project Team members
- Maintain of accurate audit trails and stakeholder engagement documents

Qualifications
**You'll Need To Have**:

- College diploma or certification in a relevant field
- Ideally experience undertaking a similar project support coordination role on a major infrastructure development project
- 2 years' experience in an administrative role
- Demonstrated success working in a complex project environment
- Document control software would be advantageous
- Excellent project administrative skills
- Ability to work independently and within a fast-paced project schedule

Additional Information

We are currently in a work from home model during COVID-19, but when we do return to the office we're located at 55 St. Clair Ave West, this office is steps away from St. Clair station and is easily accessible by bike, TTC and car. Occupying 7 floors, with over 700 employees, it is the largest office at IBI Group. The floors are open concept and represent our collaborative approach to projects.

IBI Group provides a competitive benefit package and pays association dues and licensing fees.

We request applicants submit their **RESUME** highlighting relevant work experience. **Please limit PDF files to 10MB or provide a WebLink.**

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