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WSP Canada

Administrative Assistant - Lethbridge

Location
Lethbridge, AB
Details
Full Time
5 days ago
The Group Administrator will provide high level administrative support to the Group Managers, Group Senior Leaders, Consultants, and Field Staff. This is a busy, multi-dimensional role that requires a self-motivated results-oriented professional who is comfortable to take initiative and work independently as well as with teams. Successful candidates are innovative and adapt well to a changing environment, and will be required to provide quality technical input, resolve problems, make decisions, and manage components of internal projects.

Major Areas of Responsibility and Primary Duties
  • Manage Group Manager (GM) calendars, anticipate workload needs and adjust as needed
  • Manage travel arrangements for the group; working with Amex GBT travel agency
  • Create Journey Management Plans and act as check-in, when needed
  • Assist with expense entries for GM, Senior Leaders, and others as required
  • Assist in follow-up/execution of GM & Senior Leader actions and commitments
  • Create accurate and timely letters/memos/reports, presentations, spreadsheets, charts, forms, etc.
  • Lead internal projects as delegated by GM - conduct research, compile data, produce outputs
  • Customize approach to supporting Senior Leaders and GMs, as needed
  • Work with Admin team to identify, develop, and implement best practices for administrative process, procedure, and tools, etc.
  • Assist with both new employee group orientation and departing employee closure process
    • For new hires:
      • Support ordering of IT equipment and peripherals through the procurement portal
      • Generate welcome email and quick tips
      • Schedule an admin introduction/orientation call
      • Work with Manager to decide on training needs and arrange required training courses
      • Provide access to group SharePoint site
      • Add to email distribution lists
      • Add to Org Charts, Scheduler, Vacation Tracker, etc.
      • Assist new hire with acquiring required PPE for their job role
  • Fulfill the role of the "Go To" person for the implementation of group and office level initiatives
  • Act as primary point of contact for corporate services (IT, HR, Facilities, etc.) for various updates that need to reach groups.
  • Support staff in locating information on the WSP Intranet (contracts, insurance, forms, subcontractor info etc.)

Meetings
  • Organize group and client meetings; which includes preparing PowerPoint presentations, agendas, and taking meeting minutes
  • Send follow-up reminders on action items for team members as appropriate
  • Understand technology/equipment for successful meetings (Microsoft TEAMS)
  • Coordinate meeting requirements: catering, materials, boardrooms, preparation and clean up

General Administration
  • Assist with maintaining group SharePoint
  • Assist with maintaining group outlook email distribution lists
  • Coordinate staff training needs; using Oracle for internal training and our training coordinator for external training
  • Coordinate client requests, and conferences
  • Deliver business support to internal clients
  • Organize group office moves
  • Coordinate/plan group team building
  • Update and post organization charts for group
  • Coordinate gifts (baby, wedding, sympathy)
  • Set up drug & alcohol testing for pre-access to job sites, as required

Additional Duties
  • Track group training needs and training history
  • Update skills matrix
  • Complete timesheets on behalf of staff, as needed
  • Order business cards and PPE, as needed
  • Maintain vacation and out of office tracking
  • Act as Oracle "Super User" for the group and share enhancements and best practices with the group as appropriate
  • Opportunity and project set-up using Oracle as well as assistance with opportunity closures, general Oracle clean-up
  • Create opportunity SharePoint sites

What you'll bring to the team includes:
  • Minimum of 5 years of experience in an administrative role.
  • Experience working in a similar role within engineering or similar industry.
  • Excellent verbal and written communication skills.
  • Advanced experience with Microsoft Office applications including Word, Excel, and PowerPoint, and Adobe Acrobat Pro.
  • Ability to coordinate with others and work independently and as part of a team.
  • Ability to organize workload, identify urgent work items and set priorities.
  • Ability to creatively solve problems.
  • Experience with ERP systems such as Oracle and/or SAP a definite asset
  • Experience with electronic timesheet systems a definite asset

WSP is one of the world's leading professional services firms. Our purpose is to future proof our cities and environments.

We have over 65,000 team members across the globe. In Canada, our 12,000+ people are involved in everything from environmental remediation to urban planning, from engineering iconic buildings to designing sustainable transportation networks, from finding new ways to extract essential resources to developing renewable power sources for the future.

At WSP:

  • We value our people and our reputation
  • We are locally dedicated with international scale
  • We are future focused and challenge the status quo
  • We foster collaboration in everything we do
  • We have an empowering culture and hold ourselves accountable

Please Note:

Health and Safety is a core paramount value of WSP. Given the importance of keeping one another safe it is expected that you comply with our Health, Safety & Environment (HSE) policy at all times as well as client HSE policies when working at client locations.

Offers of employment for safety-sensitive positions involving fieldwork are contingent upon candidates being able to perform key physical tasks of the job as described in the job posting and interview. This may include the ability to work in a variety of environmental conditions, such as remote or isolated areas, working alone, and in inclement weather (within safe and reasonable limits).

WSP welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.

WSP is committed to the principles of employment equity. Only the candidates selected will be contacted.

WSP does not accept unsolicited resumes from agencies. For more information please READ THE FULL POLICY.
Category
Administrative Maintenance and Technicians