Administrative Assistant - Quebec

Job ID: 181079

Job Level: Intermediate

District/Group: Eastern Canada District

Department: Administration

Market: [[Market]]

Employment Type: Full-time

Job Overview

The office administrator will perform a variety of administrative, organizational, and executive support tasks, requiring flexibility in assignments and the ability to work with a geographically dispersed team of development professionals. The office administrator must have strong experience in supporting administrative functions and contribute to the overall management of the office.

District Overview

Eastern Canada District projects include highways, bridges, public transportation, mining development sites, open pit mines, hydroelectric plants, wind farms, dams, and industrial projects.

Location

This position is based in the city of Quebec for the Quebec Tramway – Preparation Works project. The office administrator will report directly to the project director.

Office Management, including

• Management of the main reception desk – welcoming visitors and directing them according to their needs
• Maintaining a clean and efficient office environment, including kitchen and conference rooms, through effective management of the cleaning subcontractor
• Tracking and managing office supply inventory and unpacking supplies, including computer equipment, furniture, and printers
• Scanning, copying, and distributing correspondence or other printed documents
• Setting up workstations/computers and providing office supplies
• Managing site access keys for security
• Managing and booking meeting rooms
• Proofreading and formatting presentation documents, as needed

Support to Management Team, including

• Support for project team travel reservations and expense report submissions
• Be the main point of contact for the Quebec office
• Work closely with Kiewit district administrative assistants and alliance partners, and assist the project director in coordinating meetings
• Collaborate closely with the project HR team and management team, and assist them in various administrative tasks, as needed
• Participate in special projects, as needed
• Perform other administrative tasks, as needed

Meeting and Event Coordination, including

• Assist in planning conference room reservations, managing scheduling conflicts, and performing a monthly audit
• Organize reservations for meals as well as the setup and service of catering for team meetings, both internal and/or external
• Support the coordination of team social activities and local events, as needed
• Prepare audiovisual needs for on-site and project-wide executive presentations
• Be proactive in supporting the setup of presentations, virtual meetings, and the welcoming of external guests
• Manage the team's travel schedule, including booking, canceling, and rescheduling accommodations
• Coordinate logistics for all dinners, events, and meetings related to conferences

Expense Management, including

• Management, tracking, and submission of office and executive team expenses
• Coding and submission of office/corporate invoices
• Creation and submission of project purchase orders, as applicable
• Tracking project-specific invoices
• Follow up with the accounts payable service to ensure payments are made on time
• Reconciling invoices in internal systems

Qualifications

• A relevant college or post-secondary education is desirable
• 3 to 5 years of relevant experience in managing daily operations, including administrative tasks, is an asset
• Excellent spelling and grammar skills
• Excellent communication skills (verbal and written) and ability to present
• Excellent organizational skills with the ability to manage competing priorities calmly
• Ability to perform multiple tasks simultaneously and establish priorities
• Attention to detail, accuracy, and proactive approach, capable of managing various tasks with minimal supervision
• Ability to establish and maintain effective working relationships with the project team and district
• Exceptional and great mastery of various software, including MS Word, Excel, PowerPoint, and databases, for preparing correspondence, documents, and generating reports
• Dynamic office environment; must be able to interact professionally with all levels of management while simultaneously managing a diverse workload and complex situations effectively
• Discretion in handling confidential and/or sensitive questions and information
• Pleasant personality with good verbal communication skills and a sense of personal style
• Ability to self-motivate and motivate others to achieve results
• Process-oriented while being able to find critical and creative solutions
• Excellent customer service skills to respond to requests from various internal and external stakeholders, as well as people of different languages and cultures

Other Requirements

• Regular and reliable attendance
• Work productively and meet deadlines
• Communicate and interact effectively and professionally with supervisors, employees, and others, individually or as a team
• Perform work safely
• Other Requirements:
• Punctuality and reliability
• Work productively and meet deadlines
• Communicate and interact effectively and professionally with supervisors, employees, and others, individually or as a team
• Perform work safely and efficiently. Understand and follow oral and written instructions, including warning signs, equipment use, and other policies.
• Work during normal business hours to organize and complete work on time. Perform overtime and work weekends if necessary.

We offer our full-time employees a comprehensive package of benefits that are among the best in our industry, including top-tier medical, dental, and vision insurance covering eligible employees and their dependents, voluntary wellness and employee assistance programs, life insurance, disability insurance, generous retirement plans, and paid time off.

We believe in equal employment opportunity without discrimination and respect all human rights laws in the provinces where we operate.