Project Assistant Jobs

WSP is seeking a Project Assistant to join our Rail & Transit team in Calgary. Reporting directly to the Vice President, Rail & Transit – Western Canada, the Project Assistant plays a pivotal role in providing high-level support to the project team and actively contributing to the decision-making process. As a key member of the Transportation Systems team, you will leverage your extensive experience and expertise to facilitate the coordination and execution of complex projects, ranging from large-scale initiatives to fast-paced pursuits.
Responsibilities
Responsibilities:
Exercise independent judgment and make informed decisions to coordinate and support the execution of project and department activities.
Collaborate closely with the management team to proactively handle project-related travel arrangements and promptly address urgent inquiries related to project deliverables.
Efficiently manage project office communications and administration across multiple physical locations, ensuring seamless coordination and information flow within the project team.
Take the lead in organizing and coordinating project meetings, including recording comprehensive project meeting minutes and diligently following up on action items to drive progress.
Administer the eRail Safe program with precision, overseeing project eRail Safe applications, issuing login credentials, and meticulously processing completion certificates/cards to maintain project safety standards.
Compose and disseminate professional project-related emails, prioritizing the confidentiality of sensitive project information and facilitating effective communication among project stakeholders.
Meticulously process expense claims, maintaining accurate financial records and adhering to project budgetary guidelines.
Contribute to the successful implementation work arrangements and optimize project office operations as part of project return-to-office initiatives, ensuring a smooth transition for the project team.
Support the onboarding of new project team members by clearly documenting and communicating project administrative expectations, facilitating their integration into project workflows.
Efficiently schedule and arrange project appointments and meetings for the senior management team, ensuring their availability for crucial project discussions and decisions.
Conduct thorough quality checks and reviews of project team training courses, ensuring timely completion and strict adherence to project and team requirements.
Effectively manage project general and electronic filing and archiving, proficiently handling project photocopying and other project administrative duties as necessary to maintain organized project documentation.
Provide on-site project support in Calgary, expertly addressing daily project requests and project-related needs to ensure smooth project operations.
Assist in the preparation of regular project reports, skillfully consolidating relevant project data and presenting key project findings to project stakeholders.
Generate accurate project Purchase Orders and project Work Orders, facilitating seamless coordination with project clients and project subcontractors to meet project deliverables.
Establish and meticulously maintain a comprehensive register of project and proposal documents, consistently updating related project logs to meticulously track project opportunities, completed projects, project wins, project losses, and other crucial project information.
Thoroughly review project documents for grammar, clarity, and formatting before project submission, ensuring polished and professional project deliverables.
Contribute to the development of persuasive project business cases and support the preparation of compelling internal and external project client presentations using PowerPoint.
Create engaging monthly project team presentations, effectively showcasing progress, achievements, and required actions to drive team success.
Undertake additional project-specific duties as assigned or required to provide unwavering project support and contribute to the achievement of project and corporate objectives.
Qualifications
Qualifications:
Hold a business administration diploma or equivalent.
Possess 6-10 years of experience providing administrative support in a professional consulting environment, with a track record of decision-making responsibility and a proven ability to handle complex tasks and multiple priorities.
Exhibit exceptional communication skills and maintain a professional demeanor when interacting with clients, sub-consultants, and team members.
Demonstrate expertise in budget tracking, ensuring financial accountability and adherence to business and project limits.
Showcase excellent organizational skills, including record-keeping, time management, and diligent follow-up.
Display a genuine interest in and/or prior experience with transportation projects and proposals, allowing for comprehensive support.
Thrive in dynamic environments, showcasing adaptability, flexibility, and resilience in managing deadlines, ambiguity, and change.
Possess strong problem-solving abilities, adeptly managing tasks and demonstrating a keen eye for detail.
Excel in a team-oriented setting, fostering a cooperative spirit and prioritizing workload effectively in a fast-paced environment.
Exhibit exceptional interpersonal skills, building strong relationships and collaborating seamlessly with colleagues and stakeholders.
Uphold a high level of integrity, professionalism, and possess excellent written and verbal communication skills to handle internal and external communications with tact and diplomacy.
Thrive in team settings, demonstrating people management and negotiation skills while coordinating various
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 are future focused and challenge the status quo
• We foster collaboration in everything we do
• We are locally dedicated with international scale
• We have an empowering culture and hold ourselves accountable
• We value our people and our reputation

Please Note:
Health and Safety is a core paramount value of WSP. Given the importance of keeping one another safe it is expected that you comply with our Health, Safety & Environment (HSE) policy at all times as well as client HSE policies when working at client locations.
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.
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