Location: Ottawa, Ontario - Onsite Employment Type: Contract Contract Duration: 1 year (Potential end date: June 23rd, 2023 with the possibility of extension or conversion to full time) Job Title: Administrative Assistant

Job Summary The Administrative Assistant will be responsible for providing a wide range of administrative services including on-site reception support and assisting Functional Departments - Legal & Contracts, PMO, Engineering, Operations, Administration and Finance in day-to-day running of programs and bids.

Essential Functions / Key Areas of Responsibility

• Greet visitors, ensure they present valid photo identification, sign the Visitor's Log, distribute appropriate security badge, and announce to relevant individual or department;

• Answer incoming telephone calls in a professional and efficient manner and route them as appropriate;

• Distribution of incoming mail;

• Post outbound mail, maintain postage machine and track courier deliveries;

• Assist with the management of the coffee/tea supplies;

• Order office supplies, maintain inventory of in-house office supplies;

• Order catering, track details and assist with the setup/clean-up;

• Update the company digital information screens on a weekly basis;

• Manage all aspects of incoming and outgoing correspondence, coordinate meetings, and respond to inquiries;

• Set-up internal document reviews in TFS and closely track for completion;

• Format correspondence, reports, proposals and contract deliverables using in-house templates;

• Follow company policies and processes, utilize Team Foundation Server (TFS), Sharepointe and maintain all aspects of electronic filing systems including logging, retention, and disposal;

• Coordinate and track project deliverables and outstanding actions;

• Create SAP purchase requisitions as required;

• Assist in the preparation of quotes and proposals;

• Perform other duties assigned by the leads of these functional departments: Legal & Contracts (L&C), PMO, Engineering, Operations, Administration and Finance and provide backup to other Administrative staff as required;

• Prepare for all aspects of in-house meetings; and

• Track and report information pertaining to the Lobbying program.

Work Experience:

• 3 + years performing similar work

Knowledge and Skills Required:

• Strong organizational skills and ability to balance multiple priorities

• Proficient in the use of MS Word, Excel, and PowerPoint

• An interest in working in a fast-paced, demanding environment with a steep learning curve

• Ability to work independently;

• All applicants must be able to obtain a Canadian security clearance and meet the eligibility requirements outlined in the Canadian Controlled Goods Registration Program and ITAR Program;

• SAP Knowledge is a plus

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