Project Administrative Assistant Jobs

Position: Project Administrative Assistant

Location: Etobicoke, ON – hybrid remote, 2 days in office

Job Type: 6 to 12-month contract (potential for extension)

Schedule: 9 a.m. to 5 p.m., Monday to Friday (35 hours per week)

We are searching for a Project Administrative Assistant.

Key Responsibilities:

- Prepare correspondence, spreadsheets, reports, agendas, action logs, and presentations which are accurate and professionally formatted, including the development of content

- Coordinate information requests and management of documents

- Receive incoming inquiries and correspondence and directs the information to the appropriate employee in a timely manner

- Ensure the availability and schedules upcoming meetings, conferences, appointments, and travel arrangements, ensuring that all necessary arrangements are made, attendees are informed in a timely manner, and expenses are documented

- Conduct analysis and research on behalf of the management team and draft management summaries for decision-making purposes

- Inform the departmental Managers of upcoming meetings and issues arising within the department by effectively communicating with the departmental Managers on a timely basis and delivering documents and information prior to the meetings, appointments, or events

- Manage and receive invoices and purchase requisitions to ensure timely approval and processing

- Maintain and manage departmental record-keeping system based on recognized records management practices

- Perform other ad hoc, administrative, and clerical duties that are required for the effective and efficient administration of the department

- Support monthly KPI and scorecard reporting process for the department and division

- Prepare and distribute monthly safety inspection reports and analysis to the Management team

- Manage workstation assignment within the department during new hire setup or cross-functional moves

Key Requirements:

- University degree in Business Administration, Commerce, Economics, or other related field

- Three (3) or more years of administrative experience, project coordination, and/or related field

- Strong organizational, time management, and office management skills

- Extremely detail-oriented with a high level of execution accuracy for tasks performed

- Demonstrated ability to prioritize effectively and multitask, resulting in high quality work

- Demonstrated skills in word processing, spreadsheet, graphic/presentation, process mapping software, email application, and other types of media (e.g. Smartboards, electronic meeting management technology)

- Strong organizational skills and ability to prioritize effectively and meet deadlines, time management skills, and office management skills

- Excellent interpersonal skills with proven ability to provide courteous, reliable administrative support that demonstrates a commitment to high quality customer service

- Excellent verbal and written communication skills; displays a high degree of professionalism

- Self-motivated, adaptable and flexible with the ability to work in a fast-paced environment

- Must possess the aptitude and interest to learn new software programs

- Previous involvement with small projects is preferred

- Innovative and resourceful with creative problem-solving abilities; develops new solutions to issues

- Takes advantage of opportunities to work outside comfort zone

- Completion of Microsoft Excel assessment skill test, as advanced or intermediate level in this application is mandatory

- Must pass criminal background check upon hire

Please submit a resume to Arriane Liangcungco at [email protected].

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