Administrative Assistant

Overview:

Do you want to build an impactful career to change the world for the better?

Primary responsibilities include performing specialized administrative work of a confidential, complex, and varied nature and special project assignments assisting department managers. This position requires strong attention to detail, passion, and drive to deliver in this fast-paced exciting environment from within our office in Burnaby, Vancouver.

Ranked by ENR as one of the top environmental engineering design firms, Geosyntec is internationally known for its technical leadership, broad experience, and exceptional client service.

We invest in our people. Each employee is unique, and your career at Geosyntec will be too. We offer competitive pay and benefits, and well-being programs to support you and your family.

To Learn More Visit: http://www.geosyntec.com/careers/.

Essential Duties and Responsibilities:

Is this the right position to help you achieve your professional goals? Some of the key responsibilities for the position include:

• Advanced computer skills in MS Office (Word, Excel, and PowerPoint), MS Publisher, MS Project, Adobe Acrobat, MS Outlook (or other comparable web navigation software). (required)
• Prioritize and initiate work products based on deliverable schedules and production deadlines. (required)
• Type, edit and format correspondence and complex technical documents to include equations, tables, graphics, and presentational material in the form of proposals, reports, and training manuals from dictation and/or rough draft to specifications. (required)
• Ensure all documents are proofread for accuracy to include grammatical correctness and proper formatting consistently using company styles and procedures. (required)
• Photocopy, assemble and bind proposals, reports, and other technical and non-technical documentation. (required)
• Schedule and organize business and time-sensitive office activities such as travel, client meetings, staff meetings, conferences, and webinars for the department and office.
• Maintain appointment schedule, calendar and travel itinerary of professional staff.
• Experience coordinating courier shipments internationally on multiple platforms, and ability to work with customs for clearing shipments.
• Establish, develop, maintain and update client, project, governmental agency and confidential filing systems, and as required, maintain and update library of professional journals and magazines.
• Interact directly and act as a liaison with other departments, outside agencies, clients and staff, under the direction of manager, professional staff and other senior management.
• Complete Proposal Initiation and Project Initiation forms and open project files.
• Conduct research and compile and process statistical reports.
• Maintain calendar system regarding work in progress and inform professional staff of due dates.
• Deal with maintenance and contracts for office equipment.
• Proof billing reviews and client invoices for accuracy.
• Code and process vendor invoices for reconciliation.
• Track budgets for projects and maintain accurate records in project-related costs and project management systems.
• Manage day-to-day operations and workflow for the office and staff.
• Organize office procedures e.g., information filing, retrieval systems, supplies inventory and ordering; and
• Perform desktop publishing and develop visual presentations for professional staff.
• Assist department manager with training new support staff.
• Assist with local business errands as needed. (required)
• Experience with ordering and using online delivery systems.
• Must be technologically advanced to be able to complete various office tasks on different systems and platforms (event coordination, supply management, and delivery coordination). (required)
• Perform related administrative tasks and assist other administrative staff as needed.

Skills, Experience and Qualifications:

• Secondary School Diploma with 4 years of word processing and applicable industry experience or equivalent combination of education and experience supplemented by course work including English, business office procedures, administrative and related subjects. Bachelor’s degree preferred. (required)
• The position requires advanced computer skills in MS Office (Word, Excel, and PowerPoint), MS Publisher, MS Project, Adobe Acrobat, MS Outlook for varied complex administrative projects. (required)
• Outstanding organizational skills with a strong ability to pay close attention to details. (required)
• Experience with event planning, management and budgeting.
• Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to compose basic correspondence. Ability to effectively present information one-on-one.
• Experience in business travel planning and coordination including creating itineraries, making travel arrangements, negotiating bulk deals with vendors and handling travel emergencies.
• Experience in accounts payables and receivables including invoice review and reconciliation and vendor payment processing.
• Proficiency in maintaining filing systems, data entry in system, and managing office records.
• Proficient knowledge of courier shipping platforms including international shipping and customs clearance requirements.
• Experience in supporting managers with calendar management, scheduling of meetings and events. (required)
• Experience with designing event layouts and agendas, including creating visual material such as pamphlets, event guides and brochures.
• Accurate typing skills of a minimum of 70-90 wpm. (required)
• Ability to prioritize and multi-task for various time-sensitive concurrent assignments. (required)
• Work schedule is Monday to Friday in office 8:00-5:00 on site with no option for remote or hybrid work. (required)
• Ability to work a flexible schedule and overtime to meet project needs. (required)
• Valid Canadian driver’s license, a satisfactory driving record, and reliable transportation for business travel and office related duties. (required)

The typical base salary range for this position is just one component of Geosyntec’s total compensation package for employees. Actual compensation will be determined based on education, experience, skill set and location.

• Minimum: $28.42/hour / Maximum: $39.79/hour (Burnaby, BC)

We offer a comprehensive benefits package including, paid holidays, vacation, sick, and personal paid time off, medical, dental, vision, life, and disability insurance, 401(k), and other benefits to eligible employees.

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