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Administrative Assistant/osec

2 weeks ago

Greater Sudbury, Canada Stantec Full time

Administrative Assistant/OSEC - ( 240003GC ) **Description** At our core, we’re a community. Together, we exercise creative thought, developing engineering and designs as individual as the people and projects we touch. From approval and permitting to design and construction management services, we put the goals of our clients and their communities at the center of everything we create. Join us as we assist mining companies in getting mined materials to communities around the globe. **Your Opportunity** The Sudbury, Ontario, office is seeking an experience receptionist/administrative assistance to provide high level front desk, administration, and customer service support to the local Office Manager as well as a variety of support services to the Regional Business Leader (RBL) and other leaders of our Canadian Mining, Minerals and Metals business. This collaborative role requires a responsive and detailed oriented professional who can effectively manage and prioritize their work in a rapidly changing work environment. **Your Key Responsibilities** - Create a great first impression, and interface in a professional and positive manner while greeting clients, staff and vendors both in person and over the phone including managing the visitor registration process. - Answer phone and effectively route calls. - Handle conference room scheduling and set-up conference rooms for meetings. - Arrange and coordinate local and in office events. - Receive and process incoming mail and courier packages, prepare and send outgoing mail and couriers. - Maintain the reception area and conference rooms. - Invoicing - scanning into the AP system and invoice coding, and ordering office supplies. - Respond to staff needs in a timely and effective manner. - Building Maintenance/Housekeeping - tracking/reporting maintenance/housekeeping issues to property management team. - Assist with supporting office health & safety protocols. - Prepare and/or review internal and external presentations, communications and other documents. - File and retrieve documents and reference materials. - Manage information flow in a timely and accurate manner. - Prepare organizational and flow charts in Microsoft Visio. - Record, transcribe and distribute meeting minutes. - Manage schedules and calendars and track ongoing commitments and upcoming deadlines for the business. - Support BC leadership as required. - Develop and lead special initiatives as requested. - Physical presence in the Sudbury, Ontario, office is required on a full time basis (4 days/week). - Occasional travel may be required (