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Administrative Assistant (Equest) Jobs
Company | BCJobs |
Address | Vancouver, British Columbia, Canada |
Employment type | FULL_TIME |
Salary | |
Category | Technology, Information and Internet |
Expires | 2023-08-26 |
Posted at | 9 months ago |
Location: British Columbia_Remote_Worker, Canada
- Deliver documentation to the customer (via email or courier), pdf and file correspondence in TFS or IPESA;
- Support with any off-site event/meeting/training/team building by booking the venue, PR creation, facilitating payment and on-site administrative support;
- Provide backup to other Administrative staff as required and cross-train as required;
- Prepare for all aspects of in-house meetings, including coordination, record of discussion and action items tracking;
- Provide backup reception support when required during team member's absence due to vacation, sick leave or other circumstances;
- Coordinate and track project deliverables and outstanding actions to ensure timely delivery;
- Prepare and format reports and contract deliverables using in-house templates as well as customer provided templates;
- Set-up internal document reviews in Microsoft Team Foundation Server (TFS) and closely track for completion;
- Order catering, track details and assist with the setup/clean-up.
- Monitor workflow process to ensure the document is reviewed, approved in a timely fashion and escalate Work Items (WI) of concern to the PM;
- Assist with on-boarding new team members to the project, processing PIN numbers in a timely manner;
- Create SAP purchase requisitions as required;
- Manage all aspects of incoming and outgoing correspondence in the project mailbox and respond to project team members' inquiries;
- Assist in the preparation of letters, quotes, and proposals and provide formatting support on large bids as assigned;
- Work with both internal and external tools such as TFS, SFTP, SharePoint, IPESA to manage activities and workflow issues (monthly reports, deliverables, etc.);
- Manage competing priorities while supporting several projects;
- Perform other duties as assigned by the Project Managers and Administration Manager;
- Follow company policies and processes and maintain all aspects of electronic filing systems including logging, retention, and disposal;
- Work closely with cross functional teams such as Finance, Contracts & Legal, Procurement, and Quality on project requirements;
- Advanced proficiency with Microsoft Word and knowledge of Excel and PowerPoint
- Attention to detail
- An interest in working in a fast-paced, demanding environment with a steep learning curve
- All applicants must be able to obtain a Canadian NATO Secret security clearance and meet the eligibility requirements outlined in the Canadian Controlled Goods Registration Program and ITAR Program
- Strong communication and interpersonal skills
- Ability to work independently
- Minimum 5 years of experience in a similar role
- Diploma in Office Administration or equivalent
- Strong organizational skills and ability to balance multiple priorities
- Requires direct or indirect access to hardware, software, technology or technical data controlled under the Canadian Export Control List, the ITAR or the EAR
- Requires a positive Controlled Goods assessment as you will have direct access to hardware, software, technology or technical data controlled under the Canadian Controlled Goods Program
- Required to obtain and maintain a Security Clearance at the NATO Secret Level
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