Administrative Assistant

2 weeks ago

Sherwood Park, Canada Vtek Consultants Inc. Full time

**About the Role**:
One of our major client is seeking a **highly skilled Administrative Assistant** to become an integral part of their team.

This role is perfect for an **experienced, proactive, and detail-oriented **professional ready to contribute to a **key project** and manage administrative tasks within a **dynamic and professional environment.**

**Why This Role?**
- **Major Client Impact**: Work with one of our major clients in a vital role that makes a real difference.
- **Professional Growth**: Enhance your skills and advance your career within a leading organization.
- **Dynamic Environment**: Engage in a stimulating and collaborative professional atmosphere.

**Responsibilities**:

- **Administrative Support**: Perform intermediate to moderately difficult administrative tasks for project management and various departments.
- **Task Management**: Organize and prioritize assignments, taking initiative to ensure completion with meticulous attention to detail and accuracy.
- **Document Preparation**: Prepare meeting minutes, presentations, reports, and other correspondence promptly.
- **Effective Communication**: Establish and maintain strong communication with all team members.
- **Report Coordination**: Manage and coordinate the preparation of reports, including formatting, editing, and distribution of data.
- **HSSE Compliance**: Support and promote all HSSE policies and procedures.
- **Meeting Documentation**: Attend meetings, take notes as a scribe, and communicate meeting minutes.
- **Scheduling**: Maintain departmental schedules and manage team calendars.
- **Overtime Management**: Log and submit overtime requests for team members.
- **RFI Coordination**: Handle Requests for Information (RFIs) using the O3 tool.
- **Facility & Fleet Management**: Oversee and maintain temporary facilities and vehicle fleets.
- **Event Coordination**: Book meeting requests, organize catering, and coordinate meetings and events.
- **Travel Arrangements**: Arrange travel for management and team members.
- **Expense Handling**: Manage and submit expense reports for managers.
- **Presentation Creation**: Develop PowerPoint, Power BI, and O3 presentations for meetings.
- **Document Formatting**: Format documents and reports as required.

**Requirements & Skills**:

- **Experience**: 2+ years of administrative experience in a professional business setting.
- **Energetic & Results-Driven**: Energetic, motivated, and focused on achieving results.
- **Communication Proficiency**: Excellent verbal and written communication skills in English (required).
- **Technical Expertise**: Advanced knowledge of MS Office Suite (Word, Excel, PowerPoint, Outlook, OneNote). Proficient with Teams, Visio, O3, and SharePoint. Experience with MS automation tools such as Power Automate, Power Apps, and Power BI is a plus.
- **Organizational Ability**: Exceptional organizational and time management skills. Proactive and capable of working independently while being an effective team player.
- **Work Ethic**: Strong work ethic with the flexibility to adapt to different tasks. Discreet in handling confidential and sensitive information.
- **Customer Service Focus**: Proven ability to build effective working relationships within the project organization, including with contractors.

We look forward to seeing how you can make an impact on their team.

**Experience**:

- Administrative: 5 years (required)

**Location**:

- Sherwood Park, AB T8H 0M2 (preferred)

Work Location: In person

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