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Administrative Assistant

3 weeks ago

Burnaby, Canada Lex Engineering Full time

**Role**:
The **Administrative Assistant** will be responsible for a wide variety of administrative duties in support of the President, Vice-President of Engineering and other senior-level engineers. Responsibilities include typical administrative duties and more complex functions: management of calendars, dealing with customers, minute-taking at confidential or general safety meetings, drafting sensitive and confidential correspondence, and scheduling meetings and appointments via Outlook and MS Teams. You will also be instrumental in managing the weekly timesheets, preparing invoices and processing AR/AP approvals. In addition, you will be providing guidance to the other Administrative Assistant. This position is permanent, full-time, in our Burnaby, BC office.

**Responsibilities**:

- Support corporate financial accounting with spreadsheets, accounts payable and accounts receivable, and timesheets
- Experience in accounting and with Excel is essential
- Correlate the weekly timesheets, provide for management's review and sign-off
- Prepare invoices for payment/submission to customers, and obtain approval per company guidelines
- Complete expense reports including monthly VISA reconciliations, prepare invoices for payment, and complete other finance tasks
- Leading or supporting a variety of projects ranging from small and straightforward to large and complex
- Prepare reports, background documentation, and research - using intermediate to advanced skills in Word, Excel and PowerPoint.
- Take the lead in resolving administrative and office problems and inquiries
- Receive incoming mail; review, evaluate, and advise staff of priority items
- Present a positive and professional image when dealing with all visitors and suppliers
- Administrative support for engineering teams and projects (data entry, scanning, setting up projects, minute and note taking, drafting & issuing correspondences)
- Organizing, scanning, filing, and archiving project files and records
- Drafting sensitive and confidential correspondence
- Assisting with job descriptions, offers of employment, onboarding of new employees
- Office administration: Liaising with property manager, parking vendor; ordering office and kitchen supplies; arranging for catering at staff events and lunch & learns
- Updating company website and social media content based on discussions with and directions from management
- Work as a part of the Administrative Team

**Education, Training & Experience**:

- Administrative Assistant certificate or diploma from a recognized institution and/or 2 years’ of related experience as an administrative assistant
- Strong knowledge of general office procedures, including meeting and travel arrangements, preparing reports, and ordering office supplies

**Skills & Abilities**:

- Ability to organize and prioritize work
- Capable of working in a fast-paced and ever-changing environment
- Being a forward thinker, able to think outside the box
- Taking the initiative to suggest improvements for processes
- Communicate effectively, both verbally and in writing
- Ability to work independently and as member of a team, while maintaining a positive work attitude
- IT savvy: Knowledgeable and proficient use of computers (PC) and computer software programs (Outlook, Word, Excel and PowerPoint), Adobe, Teams
- Flexibility to adjust hours of work, when required to meet deadlines
- Maintain a high level of confidentiality
- Be a collaborative and positive influence when dealing with customers and staff
- Attention to detail
- Eligible to work in Canada

**Benefits**:

- Company events
- Extended health & dental care
- Disability insurance
- Flexible work hours
- Health & wellness benefit
- Personal days for health and caregiving
- RRSP matching
- On-site parking
- Close to public transit connections (shuttle to/from Gilmore skytrain station)
- Overtime pay
- Paid time off

**Schedule**:

- 8-hour shift
- 32 - 40 hours weekly

**Location**:

- Burnaby, BC

**Job Types**: Full-time, Permanent

**Benefits**:

- Casual dress
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- Paid time off
- RRSP match
- Vision care
- Wellness program

Schedule:

- 8 hour shift
- Monday to Friday