Bilingual Administrative Assistant Jobs

WSP is seeking a Bilingual Administrative Assistant to join our Transportation Systems team. Reporting to the Director of Projects, the Administrative Assistant assists the project team by coordinating and supporting the execution of project and department activities. As a member of the Transportation Systems team, you will be given opportunities to apply your education and experience in supporting a multidisciplinary team working on large, complex projects. You will be challenged to manage multiple priorities, meet tight deadlines, and maintain a very high standard of care. You will gain knowledge through mentorship and skills development, fast-tracking your professional development to becoming a strong Administrative Assistant in the transportation consulting field.

A day in the life:

• Research best practices, assist with developing a business case, and prepare client presentations;
• Provide quality checks and reviews of team training courses such as training review and completion, per project and team requirements;
• Participate in proposal development processes and methodologies;
• Prepare Purchase Orders and Work Orders;
• General and electronic filing and archiving, photocopying, and other administrative duties as required;
• Administrative support to the management team which includes coordinating travel arrangements and handle requests and queries from the team;
• Work closely with Project Managers by offering consistent and professional administrative support with their daily general and project requests;
• Review final reports and submissions for delivery;
• Support return to office initiatives;
• Coordinate with subcontractors;
• Assist in the preparation of regularly scheduled reports including various proposal sections such as executive summaries, project descriptions etc.;
• Ensure all project and proposal documentation is compliant with project formats, company standards, styles, and verification forms;
• Create and maintain a register of all project and proposal documents by regular updates of related logs to track all documents including opportunities, completed, wins, losses etc.;
• Other duties as assigned/required.
• Organize and schedule appointments and meetings for the senior management team;
• Coordinate necessary meetings, as required, including take and distribute minutes of meeting, follow-up on actions;
• Write and distribute emails, client correspondence memos and letters;

We'd love to hear from you if you have ...

• Graduate of business administration diploma preferred;
• Familiarity with handling technical documents and project management practices;
• Strong organizational skills and the ability to take initiative
• Exceptional interpersonal skills;
• Team player with a flexible can-do attitude and the ability to prioritize workload and handle multiple deadlines;
• Interest and or experience in transportation projects and proposals;
• Ability to work in teams and foster a spirit of cooperation while coordinating a variety of activities and personalities; strong people management and negotiating skills within a team environment;
• Communicate with clients, sub-consultants, and team members in a professional manner;
• Excellent problem-solving abilities;
• Adaptability and flexibility including ability to manage deadline pressure, ambiguity and change;
• IT skills, including Word, Excel, PowerPoint, Outlook, and Visio. MS Access is an asset;
• Experience with budget tracking;
• Available for occasional overtime work;
• Integrity, professionalism, and excellent written and verbal communication skills are required to handle both internal and external communications with tact and diplomacy;
• 3 – 5 years of experience providing administrative support in a professional consulting environment;
• Must be bilingual in French and possess both strong speaking and written French communication skills;
• Excellent organizational skills (record keeping, time management, follow up);

About Us

WSP is one of the world's leading professional services firms. Our purpose is to future proof our cities and environments.

We have over 65,000 team members across the globe. In Canada, our 12,000+ people are involved in everything from environmental remediation to urban planning, from engineering iconic buildings to designing sustainable transportation networks, from finding new ways to extract essential resources to developing renewable power sources for the future.

At WSP:

• We foster collaboration in everything we do
• We are future focused and challenge the status quo
• We value our people and our reputation
• We are locally dedicated with international scale
• We have an empowering culture and hold ourselves accountable

Please Note:

Health and Safety is a core paramount value of WSP. Given the importance of keeping one another safe and the growing list of our clients including vaccination status as part of their mandated health and safety requirements to work with them, you will be required to provide proof of full COVID-19 vaccination to WSP as a condition of employment. You may also be required to undergo additional immunization to maintain a fully vaccinated status against COVID-19 whenever local Public Health Authorities recommend additional immunization.

Offers of employment for safety-sensitive positions involving fieldwork are contingent upon candidates being able to perform key physical tasks of the job as described in the job posting and interview. This may include the ability to work in a variety of environmental conditions, such as remote or isolated areas, working alone, and in inclement weather (within safe and reasonable limits).

WSP welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.

WSP is committed to the principles of employment equity. Only the candidates selected will be contacted.

WSP does not accept unsolicited resumes from agencies. For more information please READ THE FULL POLICY.

WSP Canada Inc.