Administrative Assistant

JR. ADMINISTRATIVE ASSISTANT

REPORTS TO Vice President, Lex Engineering

REVIEWED

ROLE

The Junior Administrative Assistant will be responsible for a wide variety of administrative duties in support of the Vice President 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.

RESPONSIBILITIES
- Reception duties: Screening incoming calls, receiving visitors, clients or vendors, arranging couriers and accepting incoming mail or packages.
- Support Senior Administrative Assistant in financial accounting: Experience in accounting and with Excel is essential.
- Assist with weekly timesheets, provide for management’s review and sign-off.
- Aid with invoice payment/submission to customers and obtain approval per company guideline.
- Arrange travel for executives and Project Managers.
- Coordinate Lunch & Learns hosted by various vendors including ordering lunch and taking attendance.
- Processing staff expenses/disbursements and submission to Accounts Payable Department.
- Organizing company events
- Office administration: Liaising with property manager, parking vendor; ordering office and kitchen supplies.
- Updating company website and social media content based on discussions with and directions from management.
- Correspond with IT Department for technical assistance or hardware requests.
- Ensure all documents, such as PO’s and invoices, are properly filed (physical or electronic)
- Administrative support for engineering teams and projects (data entry, scanning, setting up projects, minute and note taking, drafting & issuing correspondences).
- Prepare reports, background documentation, and research - using intermediate to advanced skills in

Word, Excel, and PowerPoint
- Assist in resolving administrative and office challenges and inquires
- Present a positive and professional image when dealing with all visitors and suppliers.

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

JR. ADMINISTRATIVE ASSISTANT
- 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**:

- Casual dress
- 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

Schedule
- 8-hour shift
- 40 hours weekly

Location
- Burnaby, BC

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

**Benefits**:

- Casual dress
- Company events
- Disability insurance
- Extended health care
- On-site parking
- RRSP match

Schedule:

- Monday to Friday

Ability to commute/relocate:

- Burnaby, BC: reliably commute or plan to relocate before starting work (required)

**Education**:

- Secondary School (preferred)

**Experience**:

- Administrative experience (preferred)
- Front desk (preferred)

Work Location: One location