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We boldly go.
Where is the work:
On-Site (5 days)
What’s in it for you
The Administrative Assistant is responsible for supporting the day-to-day operations of the office and helping maintain a professional, organized, and efficient work environment. This role provides local office support while also assisting other offices across Eastern Canada when office coordinator coverage is unavailable.
Reporting to the Systems Sales Manager, this position also provides administrative support to the Systems Division and plays an important role in coordinating customer events held both in the office and at external locations. Event-related responsibilities are carried out under the supervision and direction of the Sales Manager.
The ideal candidate is organized, adaptable, proactive, and service-oriented, with the ability to manage multiple priorities in a dynamic environment.
What you will do
- Office Administration and Coordination
- Support daily office operations to ensure an efficient, safe, and well-organized workplace.
- Coordinate general office needs, including office supplies, food and coffee service, mail and courier services, meeting room setup, and facility-related requests.
- Help maintain a professional, welcoming, and functional environment for employees, customers, and visitors.
- Present office improvement opportunities and provide updates to local office leadership.
- Provide office support to other Eastern Canada locations when office coordinator coverage is unavailable.
- Manage main office phone line coverage, including call routing, transferring calls, and ensuring phone coverage when the office is closed through systems such as i24 and Teams.
- Coordinate office maintenance activities and service providers, including landscaping, snow removal, alarm-related coordination, window cleaning, and carpet cleaning.
- Support office security and access administration, including access card activations and replacements.
- Coordinate office equipment and employee support needs such as cell phone upgrades and new activations.
Administrative Support
- Provide day-to-day administrative support to the Systems Division.
- Prepare, format, and organize correspondence, reports, presentations, and other business documents.
- Assist with meeting scheduling, calendar coordination, travel arrangements, onboarding schedules for new hires, and expense processing, as required.
- Maintain organized records and files while handling confidential information with discretion and professionalism.
- Process administrative and purchasing tasks, including cheque deposits, purchase orders, and support for procurement activities through Coupa and Oracle.
- Support vendor account administration, including account creation and modification in systems such as Windchill, mainly for Service and Contracting.
Customer Event Coordination
- Coordinate and support Systems Division customer events held in the office and at external venues under the supervision and direction of the Sales Manager.
- Assist with event planning and logistics, including scheduling, vendor coordination, payment processing, catering, materials preparation, and attendee communications.
- Organize internal office activities such as Lunch and Learns and similar employee or customer-facing events.
- Help ensure all events are professional, well organized, and aligned with business objectives.
- Provide post-event administrative support, including follow-up communications and event documentation, when required.
Facilities, Safety, and Compliance Support
- Support office-related Environment, Health and Safety activities in coordination with designated teams or local requirements.
- Assist with monthly office inspections and annual emergency system inspections, as applicable.
- Help maintain office safety documentation and resources, including employee presence logs, evacuation plans, and SDS binders, where assigned or in partnership with EHS.
- Coordinate with external service providers and internal stakeholders to support a safe and compliant office environment.
Regional and Cross-Functional Support
- Work closely with internal teams to support office, administrative, and event-related activities.
- Provide backup support to other offices in Eastern Canada when local office coordinator support is unavailable.
- Contribute to special projects and perform other administrative duties as assigned.
What you will bring
- DEC or AEC in administrative techniques or equivalent.
- Administrative assistant diploma or equivalent is required
- Previous experience in an administrative assistant, office coordinator, or similar support role.
- Strong organizational skills and the ability to manage multiple priorities effectively.
- Excellent verbal and written communication skills in both French and English.
- Strong attention to detail and a high level of professionalism.
- Ability to work independently and collaboratively in a hybrid work environment.
- Proficiency in Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.
- Experience with graphic design software and/or marketing design tools is an asset.
- Experience coordinating meetings, office activities, facilities services, or customer events is an asset.
- Experience supporting purchasing, vendor coordination, onboarding administration, or office operations is an asset.
- Strong interpersonal skills with a customer-focused and proactive approach.
Reporting Structure
- Reports to the Systems Sales Manager.
- Provides support to the Systems Division.
- Works closely with local office employees, regional teams, and other Eastern Canada offices as needed.
Ideal Candidate Profile
The ideal candidate is a dependable and flexible administrative professional who enjoys supporting teams, keeping office operations running smoothly, and coordinating activities that create a positive employee and customer experience. This person is comfortable balancing routine administrative responsibilities with changing priorities and is willing to step in wherever support is needed.
Annual Base Salary Range or Hourly Base Pay Range:
$52,820.00 - $85,800.00
Compensation Type:
Salary
Incentive Eligible:
No
Sales Commission Eligible:
No
Disclaimer: We strive to provide competitive compensation for this position, tailored to a variety of factors. The actual compensation will depend on elements such as seniority, merit, geographic location, education, experience, travel requirements, and union designation. Our compensation range is generally based on the national average for the country. Additionally, benefits may vary depending on the region, business alignment, union involvement, and employee status.
This posting is for an existing vacancy. The position is imminently available, and qualified candidates will be considered for immediate placement.
We offer competitive compensation and comprehensive benefits and programs. We are an equal opportunity employer; all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, pregnancy, age, marital status, disability, status as a protected veteran, or any legally protected status.
