Project Administrative Assistant
AtkinsRéalis is one of Canada's largest private sector nuclear engineering groups. We have been providing a wide range of services to the nuclear industry in Canada and around the world since for more than 60 years. We are proud to be the steward of Canadian CANDU nuclear technology.
Under the general supervision of the Manager, Administrative & Executive Support, Administrative Support Supervisor and/or Project Director/Manager (as applicable), the Administrative Assistant is responsible for performing a variety of complex administrative tasks requiring a thorough knowledge of company and/or project policies and procedures. This position requires the ability to work independently and as part of a team, exercising judgment and initiative and may be required to provide support for several departments.
This role will be based in Mississauga, ON.
Your role within the team:
Under minimal supervision and with confidentiality and diplomacy, accountable to perform and manage a variety of complex and demanding administrative support duties ensuring smooth and successful operation of the office. Including, as applicable:
- Anticipate and effectively work with conflicting and changing priorities, ensuring that deadlines, priorities and objectives are met.
- Monitor manager’s email* to provide information and obtain relevant material, without prompting and to act upon any foreseeable events/conflicts. High discretion and good judgement used to anticipate, prepare for and respond to unexpected events and changes in direction. *Email access provided based upon individual manager’s preference.
- Using integrity, confidentiality, and diplomacy; liaise with all levels of management and staff – both internally and externally and customers/clients.
- If applicable, discreetly handle confidential documents and information.
- Manage complex and conflicting schedules – using cooperation, prioritization, foresight and decision-making skills.
- Coordinate internal and external meetings and events. Provide and/or prepare required meeting material. Minute taking as required.
- Coordinate material or enter/provide input into any applicable weekly/monthly/ annual reports.
- Maintain and update databases.
- Coordinate travel arrangements; provide necessary documents (flight itineraries, car/hotel arrangements, meeting itineraries, background/biographies, etc.), obtain Visas.
- Prepare and/or validate expense reports ensuring accuracy and compliance to corporate and/or project policies, procedures, and code of ethics.
- Timesheet administrator. Run weekly timesheet audit reports.
- Prepare daily packages – schedules, relative meeting material, etc.
- Order office supplies.
- Maintain project files in document control systems.
- Undertake special assignments as required or as assigned by Management.
Why choose AtkinsRéalis as an employer?
Because we offer:
- The opportunity to work on various major projects for internal and external clients.
- An exciting environment where work-life balance is important.
- A wide array of learning and development opportunities.
- Competitive pay, flexible benefits, an employee share plan, and a defined contribution pension plan.
- A work environment focused on health and safety.
The ideal candidate:
- Minimum of 3 years administrative experience.
- Post-secondary education or related business diplomas/certificates.
- Experience working in a consulting firm and/or knowledge of engineering terminology and document types would be considered an asset.
- Experience with ORACLE would be considered an asset.
- Experience with Concur would be considered an asset.
- Advanced computer skills with Microsoft Office (Word, PowerPoint, Excel, Calendar).
- Working knowledge of SharePoint and Document Control modules would be considered an asset.
- Excellent verbal and written communication skills.
- Detail oriented and highly organized with the ability to multi-task.
- Must be able to deal with sensitive issues in a confidential manner.
- Fiscal responsibility as required.
- Extant of public contact:
- Customers, suppliers, partners, government, contractors.
- All management / personnel.
Are you up for this challenge? Apply today and join our team to help engineer a Better Future for our Planet and its People.
At AtkinsRéalis, we seek to hire individuals with diverse characteristics, backgrounds, and perspectives. We strongly believe that world-class talent makes no distinctions based on gender, ethnic or national origin, sexual identity and orientation, age, religion, or disability, but enriches itself through these differences.
AtkinsRéalis cares about your privacy. AtkinsRéalis and other subsidiary or affiliated companies of AtkinsRéalis (referred to throughout as “AtkinsRéalis”) are committed to protecting your privacy. Please consult our Privacy Notice on our Careers site to know more about how we collect, use, and transfer your Personal Data.
By submitting your personal information to AtkinsRéalis, you confirm that you have read and accept our Privacy Notice.
Appropriate accommodations will be provided upon request throughout the recruitment and hiring process as required by Company policy and the Accessibility for Ontarians with Disabilities Act (AODA).
Successful applicants will be notified about AtkinsRéalis’s accommodation policies at the time the employment offer is extended, and the information will be shared with new personnel during the onboarding process.
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