Administrative Assistant II

4 days ago

Thunder Bay, Canada TES The Employment Solution Full time

Administrative Assistant II

Location: Onsite – Thunder Bay

Start date: ASAP

Work Type: Full time in office

*Candidate must be able to drive + have their own vehicle*

• Minimum 3 years of experience in an administrative, executive assistant, or similar role.

• Post-secondary education in Business Administration or a related field.

• Proven ability to learn and navigate multiple internal systems quickly (e.g., SAP, Workday, SailPoint, SharePoint, Power BI, MS Office Suite, etc.).

• Strong organizational and time management skills with the ability to work and prioritize tasks independently.

• Excellent communication and interpersonal skills along with the ability to work collaboratively with cross-functional teams.

• High attention to detail and accuracy in documentation and reporting.

• Comfortable working onsite and supporting a regional team virtually across multiple locations.

• Critical thinker with effective decision-making skills.

• Discretion and professionalism when handling sensitive information.

• Ability to travel approximately once per month throughout Northern Ontario (North Bay, Thunder Bay, Sudbury etc.).

Key Responsibilities

- Executive & Operational Support: Provide comprehensive administrative and logistical support, including calendar, travel, and expense management for the Operations Manager and Leadership Team. Coordinate internal/external meetings (scheduling, agendas, minutes, logistics), and manage internal/external communications.
- Office & Facilities Management: Serve as the primary contact for office operations and facilities, including reception, vendor coordination, supplies, mail, and ensuring smooth daily office functionality.
- Regional Team Coordination: Maintain team resources (directories, SharePoint/Teams sites), coordinate meeting logistics (AV, setup, catering), manage staff rotations, and distribute team materials and updates.
- Budget & Expense Administration: Assist with SAP entries, tracking, invoice processing, and expense submissions.
- Technical & Systems Support: Manage system access requests (e.g., SailPoint), provide Power BI reporting, and offer troubleshooting for server issues and office equipment.
- Learning & Onboarding: Administer the Workday Learning system (editing, reporting), and support staff onboarding and learning administration.
- Community Investment & Stakeholder Engagement: Track and report on community investment spend, coordinate submissions and media announcements for community projects, and support event coordination with internal/external stakeholders.

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