Administrative Assistant

Job Description Summary:

The Administrative Assistant provides comprehensive administrative support to site leaders and teams across multiple locations. Key responsibilities include managing office operations, coordinating meetings and travel, handling correspondence and phone calls, supporting site security and visitor access, and assisting with IT and project-related tasks. The role also involves maintaining databases, preparing reports and presentations, and participating in onsite committees.

Job Description:

In this role, the Administrative Assistant will be responsible to perform diversified administrative duties for Leaders with a geographically diverse team:

• Administrative support for the entire site; an individual or a department and may perform work for several individuals. Supports the security team as well as provides virtual back up to Ottawa office for phones & some administrative duties.
• Coordinate site needs, including managing/escorting building contacts and document storage/destruction staff, janitorial issues, ordering and maintaining office supplies.
• Coordinate outside visitor access, including creation and enforcement of visitor requests, issuing of badges, verifying IDs, Wi-Fi access, cell phone storage, guest emergency briefing, physical escort of guests on site.
• Coordinate administrative tasks, including data entry, managing agendas and meetings calendar, POs, invoice reconciliation.
• Coordinate mail & courier services, including international shipping, checking mail on site and receiving incoming packages, as well as shipping out.
• Answer telephones; screen calls, take messages and forward calls.
• Read incoming correspondence and act appropriately, ensure mail is delivered to correct parties.
• Compose letters to answer various and unusual requests or respond to invitations from business/community events.
• Create and maintain databases. Update/Manage SharePoint info.
• Compile information for management in an organized and logical fashion. Research information on various subjects.
• Create and assist with PowerPoint Presentation reviews and formatting. May provide support to others on various Microsoft tools.
• Expense & Travel Support – booking travel and preparing expense accounts. Use and reconciliation of a company credit card.
• Assist onsite IT with various tasks, including shipments, troubleshooting minor issues.
• Meeting Coordination: Scheduling and coordinating meetings, recording, typing and distributing minutes, preparing agenda packages, arranging meeting dates/times/rooms, contacting participants and follow-up on items as needed.
• Ad hoc additional projects as needed; project support for scanning documents, updating site requirements & disposal of materials.
• Participate in onsite committees: Health & Safety, Social committee.
• Coordination of teamwork, projects, timelines, tasks and following up on task deadlines and completions.
• Organize meetings and special events including invitations, facilities co-ordination, catering arrangements, itinerary development, and program evaluation.

Your Profile:

• High school diploma.
• Minimum of 2 – 4 years of relevant experience.
• Experience with Microsoft suite of tools; including Word, Excel, PowerPoint, Outlook and Teams.
• Demonstrates the ability to plan effectively his/her work and to assess the priority level of daily activities.
• Articulate phone voice with strong interpersonal skills and with excellent verbal and written communication skills.
• Proactive initiative in handling time-sensitive issues.
• Highly organized and self-starter.
• Ability to maintain confidential and business-sensitive information.
• Bilingual English and French.
• CAE employees must be able to meet the requirements of the Canada Controlled Goods Program (CGP), and in certain cases, ITAR requirements.
• Eligibility to work in Canada either as a Canadian Citizen or a Permanent Resident.