Current jobs related to Administrative Assistant - Victoria - Thales
-
Administrative Assistant
22 hours ago
Victoria, British Columbia, Canada Victoria Garden Sprinkler Co Ltd Full timeCompany DescriptionVictoria Garden Sprinklers Co Ltd specializes in providing top-quality irrigation systems to ensure lush, green lawns for customers in the Victoria area. Our automatic sprinkler systems offer convenience and efficiency, helping homeowners maintain beautiful gardens effortlessly. Committed to exceptional service, we take pride in being a...
-
Administrative Assistant
1 week ago
Victoria, Canada Origen Air Systems Ltd. Full timeWe are looking for an Administrative Assistant for our growing startup. The Administrative Assistant should be able to work with our Director of Operations and CEO to assist with day-to-day administrative tasks. Your duties will include; scheduling, filing, and general administrative/office work. This position will be funded through the Digital Skills for...
-
Administrative Assistant
3 days ago
Victoria, Canada Bayshore HealthCare Full timeThe Administrative Assistant, under the direction of the immediate Supervisor, provides administrative support in various areas as needed, coordinates internal/external communication in addition to other office duties as requested. **DUTIES AND RESPONSIBILITIES** - Complete correspondence including letter writing and text editing. - Prepare reports and...
-
Administrative Assistant
1 week ago
Victoria, Canada University of Victoria Full timeOrganizational Unit - University of Victoria -> Faculty of Science - Location - University of Victoria - Victoria, BC V8W 2Y2 CA (Primary) - Posting Close Date - 21 January 2025 - Please note that positions will close at 4 p.m. on the closing date. - FTE - 0.5 - Salary Grade - $4,134.00 - $4,257.00 - Additional Posting Information: - N/A - Salary posted will...
-
Administrative Assistant
1 day ago
Victoria, Canada University of Victoria Full timeOrganizational Unit - University of Victoria -> Faculty of Engineering and Computer Science -> Fac of Engineering - General - Location - University of Victoria - Victoria, BC V8W 2Y2 CA (Primary) - Posting Close Date - 11 September 2025 - Please note that positions will close at 4 p.m. on the closing date. - FTE - 1 - Salary Grade - $4,363.00 - $4,525.00 -...
-
Administrative Assistant
1 week ago
Victoria, Canada Inn at Laurel Point Full time**Job Title**:Administrative Assistant **Job Status**:Permanent **Start Wage**:$58,000 per annum **Summary of Position**: The Administration Assistant is responsible for the daily administration (“Administration”) of the Executive Office of the General Manager/Managing Director and the Rooms Division of the hotel. **Responsibilities**: - Manages...
-
Administrative Assistant
1 day ago
Victoria, Canada Inn at Laurel Point Full time**Job Title**:Administration Assistant **Job Status**:Permanent **Start Wage**: $58,000 per annum **Summary of Position**: The Administration Assistant is responsible for the daily administration (“Administration”) of the Executive Office of the General Manager/Managing Director and the Rooms Division of the hotel. **Responsibilities**: - Manages...
-
Administrative Assistant
1 week ago
Victoria, Canada Now Real Estate Group Full timePerform a wide range of administrative and office support activities for the department and/or managers and supervisors to facilitate the efficient operation of the organization. **Essential Job Duties**: Administrate internal and external portals as needed Enter promotions and clear deductions caused by same promotions in portals Create and adjust price...
-
Administrative Assistant
4 days ago
Victoria, Canada Selkirk Montessori School Full timeGeneral job Description: The Administrative Assistant is responsible for providing administrative and database management to ensure that services are provided in an accurate, effective, and efficient manner. The Administrative Assistant assumes responsibility of the following roles: - Student Information Systems management, including MyEd BC, Transparent...
-
Administrative Assistant
1 week ago
Victoria, Canada Daxtech IT Solutions Full timeAre you an organizational superstar eager to be the backbone of a pioneering IT firm? Daxtech IT Solutions is on the lookout for an Administrative Assistant who thrives in a bustling, innovative environment in Victoria, BC. Join us and become an integral part of a team that fuels businesses with cutting-edge IT solutions and an unwavering commitment to...
Administrative Assistant
2 weeks ago
Location: British Columbia_Remote_Worker, Canada
In fast changing markets, customers worldwide rely on Thales. Thales is a business where brilliant people from all over the world come together to share ideas and inspire each other. In aerospace, transportation, defence, security and space, our architects design innovative solutions that make our tomorrow's possible.
**Position Summary**
**This is a British Columbia remote position until the new Office opens in Victoria and then it will be onsite.**
- Thales is looking to hire an _**_Administrative Assistant_**_ who will be responsible for providing a wide range of administrative services to assist AJISS Esquimalt Operations Manager and Esquimalt project team in day-to-day running of AJISS program and also provide reception coverage, greeting visitors and distributing security badges. _
**Key Areas of Responsibility**
- Greet visitors, ensure they present valid photo identification, sign the Visitor’s Log, distribute appropriate security badge, and announce to relevant individual.
- Distribution of incoming mail, post outbound mail and track courier deliveries;
- Order office supplies through Hamster, submit Purchase Requisitions (PRs) in SAP for approvals.
- Prepare and format reports and contract deliverables as well as Statements of Work (SOW) using in-house templates as well as customer provided templates.
- Coordinate and track project deliverables and outstanding actions to ensure timely delivery.
- Set-up internal document reviews and closely track for completion.
- Monitor workflow process to ensure the document is reviewed, approved in a timely fashion and escalate Work Items (WI) of concern to the PM.
- Follow company policies and processes and maintain all aspects of electronic filing systems including logging, retention, and disposal.
- Work with both internal and external tools such as IPESA, TFS, SFTP, SharePoint to manage activities and workflow issues (monthly reports, SOWs, deliverables, etc.).
- Work with the Halifax Administrative Assistant to monitor and manage AJISS specific administrative software tools.
- Manage all aspects of incoming and outgoing correspondence in the project mailbox and respond to project team members’ inquiries.
- Work closely with cross functional teams such as Finance, Contracts & Legal, Procurement, and Quality on project requirements.
- Prepare for all aspects of in-house meetings, including coordination, taking and preparing minutes/record of discussion and action items tracking.
- Order catering, track details and assist with the setup/clean-up.
- Create SAP purchase requisitions as required.
- Perform A/CSO duties as assigned by the primary A/CSO.
- Be part of the contacts’ list for emergency situations or alarm triggered events.
- Assist with on-boarding new team members to the project, processing PIN numbers in a timely manner.
- Assist in the preparation of letters, quotes, and proposals and provide formatting support on large bids as assigned.
- Support with any off-site event/meeting/training/team building by booking the venue, PR creation, facilitating payment and on-site administrative support.
- Perform other duties as assigned by the West Coast Operations Manager and Administration Manager.
- Provide backup to other Administrative staff and cross-train as required.
**Minimum Requirements**:
- Minimum 5 years of experience in a similar role.
- Diploma in Office Administration or equivalent.
- Strong organizational skills and ability to balance multiple priorities.
- Advanced proficiency with Microsoft Word and knowledge of Excel and PowerPoint.
- Attention to detail.
- An interest in working in a fast-paced, demanding environment with a steep learning curve.
- Ability to work independently.
- Strong communication and interpersonal skills.
**Regulatory Compliance Requirements**
- Requires direct or indirect access to hardware, software, technology or technical data controlled under the Canadian Export Control List, the ITAR or the EAR.
- Requires a positive Controlled Goods assessment as personnel will have direct access to hardware, software, technology or technical data controlled under the Canadian Controlled Goods Program.
- Required to obtain and maintain a Security Clearance at the NATO Secret Level.
LI - KL1
