Project Admin

Arcadis•Toronto, ON

10h•CA$58,000 - CA$87,000

About The Position

Arcadis is seeking a dependable, detail-oriented, and proactive Project Administrative Assistant to provide comprehensive administrative and coordination support to senior leaders and the broader team. This role combines executive-level support with team administration, document management, meeting coordination, and contribution to department-wide initiatives. The ideal candidate is organized, adaptable, and enjoys working in a collaborative, fast-paced professional environment. This role offers a strong opportunity for someone who takes initiative, adds value through continuous improvement, and is interested in long-term career growth within a global organization.

Requirements

0–3+ years of relevant project administrative or project support experience
Strong written and verbal communication skills
Excellent organizational, multitasking, and time-management abilities
High level of discretion, professionalism, and sound judgment
Ability to work independently, manage changing priorities, and meet deadlines
Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint, Teams)

Nice To Haves

Experience with SharePoint or document management systems is an asset
Post-secondary education (Certificate, Diploma, or Degree in Project Administration or related field)
Experience supporting management or technical teams in a consulting or professional services environment
Experience with proposal coordination or preparation
Knowledge of Microsoft Project, social marketing, websites, or infographics is an asset

Responsibilities

Provide essential day-to-day project administrative support to Coordinators, Managers, and Directors.
Manage and coordinate complex calendars, meetings, and appointments across internal and external stakeholders.
Monitor and manage shared inboxes, prioritizing, responding, and tracking follow-ups with discretion and professionalism.
Coordinate meetings, both virtual and in-person, by preparing agendas, taking minutes, tracking actions, and ensuring timely follow-ups.
Support a variety of team activities such as engagement events, onboarding logistics, and stakeholder meetings.
Serve as a professional point of contact, liaising effectively with internal teams and external clients.
Prepare, compile, and format reports, presentations, and documents to meet company standards.
Assist with data entry, basic analysis, and maintain well-organized filing systems.
Support proposal preparation by coordinating document compilation and sourcing required materials.
Maintain project trackers and dashboards.
Assist with timesheet and expense processing.
Provide general project administrative support to the broader team.
Actively identify opportunities to improve administrative processes and workflows.
Help support quality assurance, health & safety, and internal compliance requirements.
Complete other project administrative tasks as assigned by leadership.