Administrative Assistant, Water

R.V. Anderson Associates Limited • Toronto, ON

4d • Onsite

About The Position

We are seeking an enthusiastic Administrative Assistant with a friendly and pleasant personality to provide ongoing administrative support to a large project team of engineers and design professionals, as well as assist the administrative team with their daily duties.

Requirements

• Minimum College Diploma in Office Administration or a related field.
• Advanced proficiency in MS Office Suite (Excel, Word, PowerPoint, Outlook, Teams); experience with Word Styles required.
• Excellent English communication skills, both written and verbal, with strong proofreading and editing abilities.
• Ability to manage multiple priorities in a fast-paced, deadline-driven environment.
• In office 5 days per week for RVA core hours - 8am to 5pm.
• Switchboard morning shift availability required.
• Professional, dependable, personable, and flexible.
• Strong organizational and time-management skills with attention to detail.
• Ability to handle confidential information with discretion.

Nice To Haves

• Preferred 2 years of experience in a similar administrative role.
• Preferred experience in a professional services environment; engineering, construction, or architectural firm experience preferred.
• Familiarity with MS Project and Newforma is an asset.

Responsibilities

• Provide support to the Water group and senior management, including preparation of monthly meeting packages, reports and meeting notes.
• Assist with Business and Professional Development (BD) support including preparation of annual BD plans.
• Coordinate planning activities/logistics, manage budgets, and oversee conference and professional registration processes.
• Organizing client events, making travel arrangements.
• Track deadlines, follow up with staff, and complete updates for project management updates in the RVA proposal and project directory system, mandatory training, events, QAP audits, corporate initiatives, annual mailer updates, etc.
• Organize team events and social activities (e.g., dinners, celebrations, lunches).
• Coordination of Lunch and Learns with external vendors.
• Assist with email and calendar management inboxes for senior staff, flagging project-related emails with tasks and deadlines.
• Prepare and format correspondence and documentation, including emails, reports, specifications, tenders, forms, meeting minutes, presentations and project deliverables, including AODA compliance formatting.
• Assist with proposal preparation, resume updates, and quality assurance procedures.
• Organize and maintain administrative files and materials, support filing of project correspondence and maintaining organized records.
• Schedule and track team Safety Talks and file attendance records.
• Answer and respond to phone calls professionally and assist with follow-ups.
• Provide switchboard/reception relief and support to other groups as needed
• Perform other administrative tasks as required

Benefits

• Competitive compensation packages and performance-based bonuses
• Health, paramedical, vision, and dental coverage
• A flexible vacation policy that lets you determine your time off based on your other responsibilities and needs
• Top-up plans for new and expecting parents
• Firm-paid holidays, summer and winter breaks, and other leaves of absence that cover everything from extra family time, jury duty, or even completing a degree
• RVA Group Pension Plan
• Global Travel Assist Program that provides emergency out-of-country medical protection for you and your eligible family members on personal and business trips
• Access to a variety of free services (e.g., employee and family assistance programs, nutrition advice, caregiver support) and employee discounts (e.g., sports and entertainment tickets, major brands, insurance plans)
• Flexible and alternative work arrangements around core hours, including telecommuting and work-from-home options

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree