Administrative Assistant
Why join us?
SNC-Lavalin provides cutting-edge engineering, procurement, construction and financing solutions to projects in more than 100 countries around the world. From the Canadian Arctic to the Southern African region and Australasia, our multicultural workforce is driven by a fierce pride in their work and a pioneering vision.
SNC-Lavalin is truly a global expert in its field and has been chosen to design and build some of the most prestigious projects in the world.
How will you contribute to the team?
Under the general supervision of the Manager, Administrative & Executive Support, Administrative Support Supervisor and/or Project Director/Manager (as applicable), the Administrative Assistant is responsible for performing a variety of complex administrative tasks requiring a thorough knowledge of company and/or project policies and procedures.
This position requires the ability to work independently and as part of a team, exercising judgment and initiative and may be required to provide support for several departments.
To perform this role successfully, the candidate will be responsible for but not limited to the following:
- Anticipate and effectively work with conflicting and changing priorities, ensuring that deadlines, priorities and objectives are met.
- Monitor manager’s email* to provide information and obtain relevant material, without prompting and to act upon any foreseeable events/conflicts. High discretion and good judgement used to anticipate, prepare for and respond to unexpected events and changes in direction. *Email access provided based upon individual manager’s preference.
- Using integrity, confidentiality and diplomacy; work/interact with all levels of management and staff – both internally and externally and customers/clients.
- Liaise with other departments/business sectors within Candu Energy, SNC-Lavalin and/or Projects. Maintain good working relationships with their respective AA’s/PA’s/EAA’s.
- If applicable, discreetly handle confidential documents and information.
- Manage complex and conflicting schedules – using cooperation, prioritization, foresight and decision-making skills.
- Coordinate internal and external meetings and events – using cooperation, prioritization, foresight and decision-making skills. Provide and/or prepare required meeting material.
- Coordinate material or enter/provide input into any applicable weekly/monthly/annual reports.
- Maintain and update databases.
- Coordinate travel arrangements; provide necessary documents (flight itineraries, car/hotel arrangements, meeting itineraries, background/biographies, etc.), obtain visas.
- Prepare and/or validate expense reports ensuring accuracy and compliance to corporate and/or project policies, procedures and code of ethics.
- Timesheet administrator. Run weekly timesheet audit reports.
- Prepare daily packages – schedules, relative meeting material, etc.
- Maintain monthly safety meeting records and follow-up on any actions. Participate in workplace inspections as required.
- Perform advanced level word processing (letters, CVs, memos, faxes, minutes of meetings, specifications, reports and manuals).
- Provide accurate reports on a timely basis, maintaining consistency in project documentation for format and content, including editing and proofreading documents.
- Respond appropriately to inquiries and make decisions when necessary.
- Maintain and update vacation schedule for salaried employees (both site and office).
- Order office supplies
- PowerPoint presentations
- Maintain project files in document control systems.
- Proofread documents for correct formatting, English usage, grammar and spelling.
- Undertake special assignments as required or as assigned by Management.
What will you contribute?
- Post-secondary education or related business diplomas/certificates.
- Minimum of 3 years administrative experience.
- Experience working in a consulting firm and/or knowledge of engineering terminology and document types would be considered an asset.
- Experience with ORACLE would be considered an asset.
- Experience with Concur would be considered an asset.
- Advanced computer skills with Microsoft Office (Word, PowerPoint, Excel, Calendar).
- Working knowledge of SharePoint and Document Control modules would be considered an asset.
- Excellent verbal and written communication skills.
- Detail oriented and highly organized with the ability to multi-task.
- Must be able to deal with sensitive issues in a confidential manner.
What we offer at SNC-Lavalin:
At SNC-Lavalin, you will enjoy competitive compensation, a safe and healthy work environment, and a full range of benefits (ie.: group insurance, retirement savings plan, share purchase plan, continuing education program, etc.).
You think that a career in our team could match your profile, submit your application online now!
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The masculine gender is used only to simplify the wording.
Appropriate accommodations will be provided upon request throughout the recruitment and hiring process as required by Company policy and the Accessibility for Ontarians with Disabilities Act (AODA).
Successful applicants will be notified about SNC-Lavalin’s accommodation policies at the time the employment offer is extended, and the information will be shared with new personnel during the onboarding process.
At SNC-Lavalin, we seek to hire individuals with diverse characteristics, backgrounds and perspectives. We strongly believe that world-class talent makes no distinctions based on gender, ethnic or national origin, sexual identity and orientation, age, religion or disability, but enriches itself through these differences.
SNC-Lavalin cares about your privacy. SNC-Lavalin and other subsidiary or affiliated companies of SNC-Lavalin (referred to throughout as “SNC-Lavalin”) are committed to protecting your privacy. Please consult our Privacy Notice on our Careers site to know more about how we collect, use and transfer your Personal Data.
By submitting your personal information to SNC-Lavalin, you confirm that you have read and accept our Privacy Notice.
Founded in 1911, SNC-Lavalin is a fully integrated professional services and project management company with offices around the world dedicated to engineering a better future for our planet and its people. We create sustainable solutions that connect people, technology and data to design, deliver and operate the most complex projects. We deploy global capabilities locally to our clients and deliver unique end-to-end services across the whole life cycle of an asset including consulting, advisory & environmental services, intelligent networks & cybersecurity, design & engineering, procurement, project & construction management, operations & maintenance, decommissioning and capital. – and delivered to clients in key strategic sectors such as Engineering Services, Nuclear, Operations & Maintenance and Capital. News and information are available at snclavalin.com or follow us on LinkedIn and Twitter.
