Administrative Assistant

Job Description

Job Title: Administrative Assistant. Job Location: Guelph, ON | Waterloo, ON, Canada. Are you looking to advance your career supporting industry-recognized professionals who tackle tough environmental challenges? Join Geosyntec, an innovative engineering and consulting firm, as an Administrative Assistant in our Guelph or Waterloo, Ontario office. This role is vital in delivering a professional first impression and supporting business operations.

Duties and Responsibilities:  

• Prepare, proofread, and format various documents, including reports, technical papers, and client materials.
• Coordinate and produce complex reports, summaries, and confidential documents.
• Schedule office activities such as travel, meetings, conferences, and webinars.
• Create visual presentations for professional staff, using advanced desktop publishing.
• Organize appointments, maintain professional staff calendars, and arrange travel itineraries.
• Manage confidential filing systems and maintain client, project, and governmental agency records.
• Serve as a liaison for other departments, clients, and external agencies.
• Initiate project proposals and maintain project files.
• Compile statistical reports, track budgets, and maintain project management systems.
• Oversee office operations, including equipment maintenance and supply inventory.
• Conduct billing reviews and process client invoices.
• Provide training for new support staff and assist with local business errands as needed.

Skills, and Qualifications:

• Education: College diploma with 2 years of related experience; Bachelor’s degree preferred.
• Technical Skills: Advanced MS Office (Word, Excel, PowerPoint), MS Publisher, MS Project, Adobe Acrobat.
• Experience: Event planning, business travel coordination, accounts payable/receivable, international shipping.
• Administrative Skills: Managing filing systems, data entry, office records, and scheduling.
• Additional Requirements: Typing speed of 50 wpm, strong organizational skills, ability to prioritize tasks.
• Availability: Onsite work Monday to Friday, 8:00-5:00, with on-call availability for emergencies. Flexible schedule to meet project needs.
• Driver’s License: Valid Canadian license, reliable transportation, and Canadian work authorization.

Benefits: Competitive pay and comprehensive benefits package. Career advancement in a fast-paced, supportive environment. Wellness programs to support you and your family.