Administrative Assistant

Are you looking for a career that allows you to learn, grow, and make a real difference in a people-oriented environment? If so, Geosyntec has an exciting opportunity for you!

In our supportive environment, your skills will be actively applied to drive meaningful changes! We value each team member's unique talents and perspectives, and foster a culture of continuous learning. If you're ready to take the next step in your career, let's connect and discuss how you can be a part of our team! This is the place where you can support industry-recognized professionals who are solving tough environmental & engineering problems?

We have an opportunity for an Administrative Assistant in our Ottawa, Ontario office. For this position, Geosyntec is looking for an individual who is motivated and energized to support our growing business in diverse practice areas. The position requires a professional first impression and face of the company, both when engaging with visitors, clients, partners, and other stakeholders, and when delivering professional work product. Primary responsibilities include performing specialized administrative work of a confidential, complex, and varied nature and assisting department managers with special project assignments. This position requires strong attention to detail, passion, initiative and drive to deliver in this fast-paced, exciting environment within our office in Ottawa, Ontario.

Geosyntec is an innovative, international  consulting engineering firm that serves private and public-sector clients to address new ventures and complex problems involving our environment, natural resources, and civil infrastructure. Our engineers, scientists, technical, and project employees serve our clients from offices worldwide. Ranked by ENR as one of the top environmental engineering design firms, Geosyntec is internationally known for its employee satisfaction and experience, technical leadership,  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, benefits, and well-being programs to support you and your family.

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

• Assemble and coordinate the production of reports, technical papers, forms and summaries and other documents of varying complexity and confidentiality prepared by, or under the supervision of the Department Manager, professional staff or Branch Manager.
• 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 a 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 the 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, as needed.
• Proofread billing and client invoices for accuracy.
• Code and process vendor invoices for reconciliation.
• Track project budgets 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 such as information filing, retrieval systems, supplies inventory and ordering.
• Perform desktop publishing and develop visual presentations for professional staff.
• Assist the department manager with training new support staff.
• Perform related administrative tasks and assist other administrative staff as needed.

• High School or GED Diploma with 4 years of experience or College Diploma with 2 years of applicable industry experience or equivalent combination of education and experience supplemented by course work including business office procedures, keyboarding, administrative and related subjects. Bachelor’s degree preferred. (required)
• Advanced computer skills in MS Office (Word, Excel, and PowerPoint), MS Publisher, MS Project, Adobe Acrobat, MS Outlook (or other comparable web navigation software) for varied complex administrative projects. (required)
• Experience with ordering and using online delivery systems.
• Experience with event planning, management and budgeting.
• 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. (required)
• Proficiency in maintaining filing systems, data entry in HRIS system, and managing office records.
• Proficient knowledge of courier shipping platforms including international shipping and customs clearance requirements. (required)
• Advanced computer skills in MS Office (Word, Excel, and PowerPoint), MS Publisher, MS Project, Database Management, Adobe Acrobat, MS Outlook (or other comparable web navigation software). (required)
• Assist with local business errands as needed. (required)
• Type, format, and layout general correspondence, memos, charts, tables, graphs, business plans, reports and documents relating to clients, projects, and professional matters; proofread documents for spelling, grammar, and format consistently using company styles and procedures. (required)
• Experience in supporting managers with calendar management, scheduling of meetings and events. (required)
• Must be technologically advanced to complete various office tasks on different systems and platforms (event coordination, supply management, and delivery coordination). (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 50 wpm. (required)
• Outstanding organizational skills with a strong ability to pay close attention to details. (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, as required. (required)
• Visa sponsorship is not available for this position.
• Valid Canadian driver’s license, a satisfactory driving record, and reliable transportation for business travel and office related duties. (required)

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