Administrative Assistant

Job Description

Posted Monday, August 11, 2025 at 4:00 AM

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At Christie, we create award-winning light technology solutions and services that help our partners and customers deliver unforgettable shared experiences.We’re a global group of passionate people at a company committed to leading-edge innovation, creating high-quality illumination products and solutions, and inspiring our customers and one another. We like to say we’re a global company with local roots. We work collaboratively to support our partners in every market and region we serve around the world.

About the opportunity:

We’re looking for a dynamic Administrative Assistant to provide support to the VP of Engineering and the Kitchener Engineering team (approximately 150 employees) by delivering excellent customer service to both internal and external customers. You’ll ensure that the right information gets to the right person at the right time, while protecting the integrity and confidentiality of data. The successful incumbent is well organized, detailed and accurate in following processes, welcoming and approachable, and operates with a high level of professionalism and diplomacy.

Responsibilities:

- Provide meeting support including scheduling, attending, producing and distributing minutes, e.g. weekly Engineering leadership meeting, business and/or program review meetings
- Produce professional documentation/communication support by writing, editing, polishing correspondence and presentations (usually delivered by others.) This requires a good command of the English language.
- Provide scheduling support by being aware of current priorities of those supported, and using personal discernment to make decisions about calendaring. Provides logistical planning for meetings and/or travel itineraries for those going from, and those visiting to, Christie Digital Canada, including executive visits from Ushio. This may include support with travel arrangements for hotel and transportation.
- Assist with gathering, checking and processing invoices related to travel arrangements. Ensure proper procedures are followed when submitting to other departments, (i.e. accounting, new supplier requests.
- Assist with preparing month end report consolidation for VP including creating/generating reports.
- Submit and review Engineering purchase requisitions into JD Edwards including the approval and signing authority. These can vary daily from low to high volume requests and may also require follow-up to verify the approval routing.
- Provide Capital Expenditure (CapEX) instructions to users, as needed in support of purchase requisition process.
- Support customer/vendor visits to the Kitchener facility including coordinating catering for visits and business meetings.
- Support the scheduling and configuration for main onsite meeting room used for large ongoing meetings and/or other business events. Assist with use of presentation technology, as needed.
- Manage ordering office supplies and ensure sufficient inventory is available for engineering teams.
- Provide general admin support including but not limited to: enter shipping memos for engineering and arrange courier requests, distribute mail to engineering team, print nameplates, order business cards, notify Security and/or HR of onsite visitor when hosting meetings,
- Ensure important data is updated and stored for controlled and easy access by those who need it, and secure in terms of confidentiality and privacy concerns. This may be filing electronically or hard copy.
- Make oneself available and accessible to those being supported (individuals and/or departments) in order to respond to just-in-time requests.
- Participate in committees and campaigns to represent needs of the area, or as voluntary contribution to the workplace, as needed.
- Other administrative duties, as assigned

Location: onsite position (5 days per week) based in Kitchener, ON

What we’re offering

A competitive salary, vacation, health & dental benefits and employer-matched pension plan.You’ll have opportunities to learn, grow, and collaborate with professionals on a global reach. Whether you’re working with the leading minds in the industry on high-profile projects, with internal teams to support continuous improvement, or with our customers to inspire and delight—your contributions will make a difference.

The experience and skills we value:

- Diploma in Business Administration or related area with 2 to 3 years relevant experience
- Able to work independently with minimal supervision and apply good judgment
- Able to make appropriate general administrative decisions, such as assessing the urgency of non-routine requests, and solving problems or delaying the response
- Excellent verbal and written communication skills
- Excellent customer service, diplomacy, tact and maturity in dealing with others
- Understanding of confidentiality and trustworthiness matters
- Good skills using Visio (for Org charts and process flows), Adobe PDF
- Solid understanding of standard business office protocols and organizational procedures
- Ability to juggle many tasks and flexible enough to respond to new and urgent requests

What will put you ahead:

- Familiar with these business applications would be an asset: JD Edwards or similar, Navan (expense software) Perceptive Content (accounting invoice software), Budget Mistro
- Familiar with using Copilot to assist with meeting note-taking or other uses to improve efficiency

Christie is an equal opportunity employer that does not unlawfully discriminate against any employee or applicant on the basis of race, ancestry, place of origin, colour, ethnic origin, citizenship, religion, gender identity, gender expression, creed, sex, sexual orientation, age, record of offences, marital status, family status or disability.

Christie is committed to a fair and inclusive work environment. We will endeavor to accommodate the needs of qualified applicants in all parts of the hiring process. All offers of employment at Christie are conditional upon the successful completion of a background screening and we engage a third party vendor to complete the process. Your consent is required prior to the process beginning.

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