Administrative Assistant
6 months ago
Administrative Assistant - ( 240000FR )
**Description**
Join our team for a lasting and fulfilling engineering career and be a part of a group that is making a difference in our own community by helping us keep communities connected. We create great places and the connections that get people and goods moving — whether by car, bus, train, plane, or their own two feet. Working within the context of the communities we serve, we provide planning, engineering, and infrastructure management services that fit the needs of our clients and improve the overall transportation experience. Join our inclusive and diverse team today
**Your Opportunity**
We are currently seeking an Administrative Assistant for our Winnipeg, Manitoba, office. This person is an experienced, highly motivated individual with strong administrative expertise to provide administrative support to our 100 staff in our Buildings and Transportation Groups.
You will perform administrative duties for management, team leaders and staff. Responsibilities may include managing calendars; making travel, meeting, and event arrangements; preparing reports, taking meeting minutes, and assisting with project deliverables and processes. The position requires strong communication skills and office related software skills, computer and Internet research skills, flexibility, excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management and staff, outside clients and vendors. Sensitivity to confidential matters will be required.
**Your Key Responsibilities**
- Assist local leadership members.
- Calendar management and staff communications.
- Proposal tracking and filing.
- A variety of administrative support for the Practice Leaders (PLs) Operations Leaders (OL).
- Assist in the delivery of corporate deliverables assigned to local leadership.
- Perform clerical functions such as typing, filing, scanning, photocopying, courier and printing.
- Travel coordination including booking flights, hotels and car rentals.
- Prepare or assist with the preparation of contract documents, letters, meeting minutes, spreadsheets, specifications or report formatting to company standards as assigned.
- Support management and staff as needed.
- Electronic calendar management including scheduling meetings, boardroom bookings, arranging catering and making dinner reservations as appropriate.
- Assist with preparation of expense reports/submissions and timecard administration.
- File management, including creation of new files, project filing and coordination with Records Management for the offsite long-term storage of project records.
- Assist with entering proposal pursuit and project information into the companywide database.
- Add and update resumes and project profiles in the company wide database.
- Order business cards and miscellaneous promotional materials when required.
- Assist with interview materials and PowerPoint presentations, proposal assembly, internet research.
- Prepare and submit and track equipment (IT) expenditure request forms.
- Support the office safety and environmental programs with various reporting requirements.
- Assist with special event planning, including social committee activities, staff meetings.
- Assist with project close-out requirements.
- Assist in the distribution/creation of all-staff communications.
- Lead onboarding process for new hires.
- Other duties may be assigned, based on requirements presented by leadership.
**Qualifications**
**Your Capabilities and Credentials**
- Intermediate level skills/experience using Microsoft Word, Excel, PowerPoint and Outlook.
- Great skills with managing PDFs.
- Familiarity with ISO 9001 an asset.
- Able to demonstrate the ability to undertake the above responsibilities.
- Legally able to work in the country in which the position is based.
- Resilient and able to cope with conflicting demands, ability to prioritize duties and work under pressure and tight deadlines.
- Great written and verbal communication skills - articulate and diplomatic manner.
- Able to demonstrate initiative and a proactive approach to daily tasks.
- Excellent interpersonal skills and able to work independently as well as part of an effective team.
- Methodical, accurate and consistent attention to detail.
- Good organizational skills.
- Able to manage sensitive and sometimes confidential information.
- Self-motivated and able to take responsibility.
- Punctual and reliable.
- Flexible attitude.
- Able to build good relationships at all levels, internally and externally.
- Able to liaise with clients and staff on behalf of local leadership team.
**Education and Experience**
A minimum of 2 years of post-secondary administrative education and administrative assistant experience in a “projects” environment. Experience within a consulting engineering or architecture professional environment is highly desirable.
- This description is not a comprehensive
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