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    Administrative Assistant - Toronto, Canada - IBI Group

    IBI Group
    IBI Group Toronto, Canada

    2 weeks ago

    Default job background
    Full time
    Description
    Job Description

    Arcadis is searching for an entrepreneurial and innovative individual to support our Mobility Advisory team. We take pride in offering career growth and challenging opportunities within a global organization. The successful candidate will support a team across Canada.

    Arcadis provides flexible and remote work arrangements, career development opportunities and a supportive and collaborative team environment. We encourage involvement in professional associations, conferences, and support our staff to grow through life-long learning.

    Arcadis is seeking an Administrative Assistant to support a technical team of Director and Management level staff in our Transportation Planning and Engineering departments. The successful candidate will also support overall department initiatives from an administrative perspective including proposal preparation and project controls. The ideal candidate will enjoy working in an open and friendly work culture and supporting a tenured, supportive and friendly management team. This position is located in our Toronto head office and will require you to attend the office regularly.

    This is an exciting and rewarding opportunity suited to a motivated and self-starting individual who likes to add value and is interested in continuous learning opportunities.

    Key Responsibilities:

    • Perform day-to-day administrative functions to support management and overall department needs
    • Schedule/coordinate appointments and meetings
    • Attend team meetings both on-line and in person; assist in documentation and meeting minutes
    • Coordinate travel arrangements including flights, travel-related visas, hotel and car reservations as well as prepare appropriate itinerary
    • Assist with proposal preparation including but not limited to sourcing insurance and legal documents; team coordination; compiling materials content, and resumes; and conducting research
    • Assist in the weekly approval and processing of staff time sheets and expenses
    • Develop and maintain a well-organized digital and hard-copy filing system that permits easy reference and rapid retrieval of information
    • General office administration as required including providing support to other teams from time to time
    • Identify and implement administrative process improvements where possible
    • Compile, edit and format reports
    • Assist in the preparation of presentation materials including printed materials
    • Follow quality assurance/quality control, and health and safety requirements
    Qualifications
    • Minimum 3 years' administrative experience supporting management staff in a fast paced consulting environment
    • Highly proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook, Teams)
    • Completed Post-Secondary Program; Certificate, Diploma or Degree in Office Administration is an asset
    • Excellent communication skills; written and verbal
    • Self-motivated, flexible, and enthusiastic team player committed to delivering high quality results
    • Detail-oriented with excellent organizational and time management skills
    • Demonstrated ability to acquire new skills and leverage technology to increase efficiency/performance
    • Demonstrated ability to multi-task, work under pressure and meet deadlines
    • Demonstrated ability to handle sensitive and confidential materials and communication
    • Strong interpersonal skills with a client service approach; comfortable managing professional level communication with both internal staff and external clients
    • Ability to deal with matters of a confidential and sensitive nature, exercising good judgment at all times
    • Experience in engineering consulting is strongly preferred.
    • Experience in proposal preparation and coordination is preferred
    • Knowledge of social marketing, websites and infographics is an asset
    • Knowledge of Microsoft Project is an asset
    Additional Information

    Why Arcadis?

    We can only achieve our goals when everyone is empowered to be their best. We believe everyone's contribution matters. It's why we are pioneering a skills-based approach, where you can harness your unique experience and expertise to carve your career path and maximize the impact we can make together.

    You'll do meaningful work, and no matter what role, you'll be helping to deliver sustainable solutions for a more prosperous planet. Make your mark, on your career, your colleagues, your clients, your life and the world around you.

    Together, we can create a lasting legacy.

    Additional information

    As part of Arcadis' selection process, candidates may be requested to consent to background checks relevant to the role under consideration for, prior to receiving a job offer (as applicable under law). These could include work references, education and credential confirmation, employment verification and driver's license record.

    We thank all applicants for their interest. However, only those selected for an interview will be contacted. Arcadis is proud to be an Equal Opportunity Employer, including disability.

    Join Arcadis. Create a legacy.

    #LI-AL1

    #MobilityCA

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