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Administrative Assistant II

1 month ago

Thunder Bay, Canada TES The Employment Solution Full time

Administrative Assistant II Location: Onsite – Thunder Bay Start date: ASAP Work Type: Full time in office *Candidate must be able to drive + have their own vehicle* • Minimum 3 years of experience in an administrative, executive assistant, or similar role. • Post-secondary education in Business Administration or a related field. • Proven ability to learn and navigate multiple internal systems quickly (e.g., SAP, Workday, SailPoint, SharePoint, Power BI, MS Office Suite, etc.). • Strong organizational and time management skills with the ability to work and prioritize tasks independently. • Excellent communication and interpersonal skills along with the ability to work collaboratively with cross-functional teams. • High attention to detail and accuracy in documentation and reporting. • Comfortable working onsite and supporting a regional team virtually across multiple locations. • Critical thinker with effective decision-making skills. • Discretion and professionalism when handling sensitive information. • Ability to travel approximately once per month throughout Northern Ontario (North Bay, Thunder Bay, Sudbury etc.). Key Responsibilities Executive & Operational Support: Provide comprehensive administrative and logistical support, including calendar, travel, and expense management for the Operations Manager and Leadership Team. Coordinate internal/external meetings (scheduling, agendas, minutes, logistics), and manage internal/external communications. Office & Facilities Management: Serve as the primary contact for office operations and facilities , including reception, vendor coordination, supplies, mail, and ensuring smooth daily office functionality. Regional Team Coordination: Maintain team resources (directories, SharePoint/Teams sites), coordinate meeting logistics (AV, setup, catering), manage staff rotations , and distribute team materials and updates . Budget & Expense Administration: Assist with SAP entries, tracking, invoice processing , and expense submissions . Technical & Systems Support: Manage system access requests (e.g., SailPoint), provide Power BI reporting , and offer troubleshooting for server issues and office equipment. Learning & Onboarding: Administer the Workday Learning system (editing, reporting), and support staff onboarding and learning administration . Community Investment & Stakeholder Engagement: Track and report on community investment spend , coordinate submissions and media announcements for community projects, and support event coordination with internal/external stakeholders.