Senior Administrative Assistant

RTX•Calgary, AB

4d•Hybrid

About The Position

We are seeking a highly organized and proactive Senior Administrative Assistant to provide essential administrative support to Leadership and other team members. The ideal candidate will demonstrate exceptional organizational skills, professionalism, and the ability to manage multiple priorities in a fast-paced environment.

Requirements

Post-secondary education in office administration or equivalent in training and work experience.
Minimum of 5 year’s experience in an administrative role.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and the ability to quickly learn new systems and tools.
Ability to work independently with minimum supervision while contributing as an effective team player.
Proven interpersonal skills and experience interacting with the internal teams and external stakeholders.
Excellent written and verbal communication skills, with a professional demeanor and attention to detail.
Strong organizational skills with the ability to manage multiple tasks and deadlines simultaneously.
Experience in budget tracking, expense reporting and financial documentation.
The successful candidate will be required to complete a criminal background check and obtain/maintain a Government of Canada security clearance and any applicable clearances with respect to the handling and transfer of controlled goods.

Nice To Haves

Experience with corporate travel systems, such as CONCUR, is preferred.
Bilingual in English and French is an asset.

Responsibilities

Provide direct administrative support to Senior Management, product line managers, functional leads and other staff as needed.
Manage calendars, daily schedules, and emails to ensure effective time management and prioritization.
Plan, coordinate and prepare for regularly scheduled staff and customer meetings, including creating agendas, preparing presentations, taking minutes, and distributing action items in a timely manner.
Coordinate and prepare for customer progress review meetings, including but limited to: agenda development, creation and production of presentations, minutes including transcription, customer revision and distribution; recording and updating action item lists.
Order and manage general office supplies, ensuring necessary approvals and budget compliance.
Oversee boardroom management for meetings, including booking, meal arrangements, setup and cleanup.
Distribute both internal and external mail.
Perform general office administrative duties such as photocopying, document filing, and data entry into various systems.
Coordinate employee travel arrangements in compliance with corporate policies and assist with the preparation of associated expense report and reporting requirements.
Assist with the development and monitoring of departmental product line budgets, including research and documentation of quotes for budget planning purposes.
Monitor departmental product line budgets with specific focus on stationery, travel, morale, training, education and business conference budgets through review of income statements.
Organize and coordinate training and education requirements for product line staff.
Provide support to the Executive Assistant (EA) as needed and serve as the primary administrative contact in the EA’s absence.
Support Business Development for proposal development tasks, including creating templates, formatting, editing, and assembling final materials for submission as required.
Train employees on CONCUR, Raytheon’s online travel and expense system, ensuring compliance and efficient usage.