Administrative Assistant, Transportation

Your difference is the differenceDo you love to develop and share great ideas? Do you believe your insights can drive people forward? Do you appreciate working with others and building on mutual successes? Perfect. We do, too. As an employee-owned company, we foster a culture where our people can thrive – and by thrive, we mean a place where you can share your ingenuity, express your difference, and grow in your very own way. Whatever your area, no matter your grade, your unique skills and perspective will help drive change from operations to the C-suite, across a wide of range of projects and channels. Are you ready to build a future that's uniquely yours? Join our award-winning team and make a difference that defines you.Administrative Assistant – TransportationWe are seeking an enthusiastic Administrative Assistant with a friendly and pleasant personality to help with coordination and setup and ongoing administrative support to a large project team, as well as assist the administrative team with their daily duties. The successful candidate will provide support to the Transportation team. Key Responsibilities:Support and coordinate a team of engineers and design professionalsTrack deadlines and follow up with staff on mandatory training, events, QAP audits, and fee projectionsManage email inboxes for senior staff, flagging project-related emails with tasks and deadlinesFile project correspondence in Newforma and maintain organized recordsPrepare and format correspondence and documentation, including emails, reports, specifications, tenders, forms, meeting minutes, and project deliverablesAssist with proposal preparation (typically for projects valued at $1–3M) and quality assurance proceduresOrganize and maintain administrative files and materialsCompile accounting reports, meeting materials, and updates for senior staffAssist in preparing the Transportation / Transportation Bridges Business Development (BD) Plan and BudgetManage the team's PD/Promo budget and support updates to the PPR dashboardCoordinate and take minutes for BD and team meetingsRegister team members for conferences and handle travel arrangements (airfare, hotel, registration)Assist with professional registrations (e.g., NAPEG, PEO, AGEBC, PMI)Update A/R and WIP notes monthly and maintain related dashboardsSupport resume updates in Flowcase and annual updates to RVA's RAQ's Tax Compliance StatusCoordinate annual mailer updates for Transportation AssociatesReview and prepare sub-consultant agreements and invoices, ensuring compliance with formatting, insurance, and WSIB requirementsMaintain a log of sub-consultant invoices and coordinate with PMs in the Toronto Transportation GroupSchedule and track team Safety Talks and file attendance recordsOrganize team events and social activities (e.g., dinners, celebrations, lunches)Coordinate participation in RVA charity events and assist with organizing the annual Golf TournamentCoordinate staff vacation schedules and update calendarsAnswer and respond to phone calls professionally and assist with follow-upProvide switchboard/reception relief as neededPerform other administrative tasks as required   Qualifications:Minimum College Diploma in Office Administration or a related field4–6 years of experience in a similar administrative roleExperience in a professional services environment; engineering, construction, or architectural firm experience preferredAdvanced proficiency in MS Office Suite (Excel, Word, PowerPoint, Outlook, Teams); experience with Word Styles requiredFamiliarity with MS Project and Newforma is an assetExcellent English communication skills, both written and verbal, with strong proofreading and editing abilitiesAbility to manage multiple priorities in a fast-paced, deadline-driven environmentProfessional, dependable, personable, and flexibleStrong organizational and time-management skills with attention to detailAbility to handle confidential information with discretionYour better starts here We don't settle for less, and neither should you. As it happens, offering great benefits to our people is entirely possible: the numbers work out. Happy teams mean happy clients. It's just that simple. From recruitment to flexibility, learning to leadership, wellness to inclusion, we give our people the tools they need to outperform in their careers and build lasting connections with our clients, our culture, and each other. Competitive compensation packages and performance-based bonuses Health, paramedical, vision, and dental coverage A flexible vacation policy that lets you determine your time off based on your other responsibilities and needs Top-up plans for new and expecting parents Firm-paid holidays, summer and winter breaks, and other leaves of absence that cover everything from extra family time, jury duty, or even completing a degree RVA Group Pension Plan with match Global Travel Assist Program that provides emergency out-of-country medical protection for you and your eligible family members on personal and business trips Access to a variety of free services (e.g., employee and family assistance programs, nutrition advice, caregiver support) and employee discounts (e.g., sports and entertainment tickets, major brands, insurance plans) Flexible and alternative work arrangements around core hours, including telecommuting and work-from-home options Diversity, Inclusion, and Accommodations:   At RVA, we are committed to fostering a workforce that reflects the diversity of the communities in which we operate. RVA is an Equal Opportunity Employer that considers applicants without regard to age, race, colour, national origin, citizenship, sex, sexual orientation, religion, creed, marital status, disability, or any other protected status. If you require any special accommodations, please advise Human Resources. Any information received relating to accommodations will be treated as confidential.#LI-AR1#LI-Hybrid