Site Administrative Assistant

2 weeks ago

Whistler, British Columbia, Canada Woodfibre Management Ltd Full time
Job Summary

The Site Administrative Assistant will provide administrative support to the Operations Team at Woodfibre LNG's Vancouver office and on-site in Squamish. This role will be responsible for performing a variety of administrative tasks, including preparing reports, maintaining confidential information, and coordinating meetings and travel arrangements.

Key Responsibilities
  • Provide administrative support to the Operations Team, including preparing reports, maintaining confidential information, and coordinating meetings and travel arrangements.
  • Be the first point of contact for all vendors, partners, and visitors to the office.
  • Maintain highly confidential information for the business, team, or leadership and ensure information is handled appropriately.
  • Schedule and coordinate meetings, meeting materials, IT resources, and refreshments in support of smooth and efficient meeting facilitation.
  • Organize and manage international multi-leg travel through a travel agent.
  • Manage team leaders' records and business expenses, and ensure invoices and bills are promptly paid.
  • Respond to inquiries or refer them to the appropriate destination.
  • Attend key leadership meetings, capture actions, and follow-up on takeaways and key deliverables.
  • Participate as a member of committees or project teams as requested or as appropriate to the role.
  • Oversee and arrange company-wide events and town halls as necessary.
  • Provide personal assistance from time to time on a necessary basis.
  • Ensure the office is clean, tidy, and prepared to support team members.
  • Proactively maintain office supply inventory, coordinate name card and office supplies ordering.
  • Facilitate between local and overseas offices for admin support and approvals.
  • Manage couriers.
  • Support in the logistics and coordination support for events, e.g., prepare and send invitations, as well as prepare materials (having schematics/storyboards printed, etc.).
  • Provide relief for and support administrative assistants of other departments.
  • Assist operations readiness teams in the preparation of presentation materials and documentation.
  • Process purchase requisitions for operations goods and services through SAP.
Requirements
  • Minimum of High School Diploma with five (5+) or more years of directly related experience.
  • Proofreading, editing, and finalizing all correspondence, briefing notes, policies, reports, and presentations.
  • Excellent skills in Office 365, MS Teams, MS Visio, Share Point, DocuSign, Adobe Acrobat, and internet searching tools.
  • Ability to work different schedules while in Vancouver and Squamish:
    • While working in Vancouver Office, you will work Monday-Friday, 9-5PM PST.
    • While working in Squamish (Site), you will work 7 days on / 7 days off, 12 hours per day.
  • Experience working with large multi-disciplinary teams and contractors in a multicultural environment is an asset.
  • High level of judgement and attention to detail, able to anticipate the needs of the team and respond in a fast-paced environment.
  • Ability to handle and maintain confidential company information.
  • Accepts responsibility and demonstrates a commitment to the delivery of tasks and targets.
  • Ability to professionally manage requests from internal and external stakeholders.
  • Exceptional written and verbal communication skills.
  • Ability to work well under pressure, handle multiple tasks, and change priorities within tight time frames.
  • Energetic in pursuit of continuous improvement.
  • A valid driver's license and passport.
  • Must be legally entitled to work in Canada.
  • The position is based in Squamish, BC (Project Site), with an initial stay period at the Vancouver Office.

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