Administrative Assistant - Toronto, Canada - Thales

Thales

Verified Company

Toronto, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Location:
Toronto, Canada

Thales people architect solutions that support 85 million mainline and suburban passenger journeys, worldwide, every day.

Our Rail Signalling and Communication systems are used on metro lines across major cities, and 72,000 kms of route, 52,000 trains per day in 16 countries are controlled by our Traffic Management Systems.

Together We deployed the first-ever nationwide ticketing system which processes over 50 million ticketing transactions in 100 cities daily.

We are looking for an Administrative Assistant to join our team in Toronto

Key Responsibilities:

Assists the Vice President and/or Director in their daytoday performance of functional and operational management tasks
Provides professional contact for all Executive levels
Books meetings, reserves boardrooms, setsup any equipment required for meetings and presentations
Assists the Vice President and/or Director in the prioritization and followup of related actions
Supports and expedites development, preparation and presentation of management reports
Maintains proper approval levels to facilitate execution of internal processes and is responsible for providing day to day administrative support to the department
Fosters efficient working relationships with internal and external stakeholders
Arranges travel, accommodations, related details and confirmations
Processes and verifies departmental paperwork such as expense reports, SAP requirements, pretravel authorizations, invoices, departmental policies, etc.
Reviews incoming and outgoing correspondence to ensure effective communication flow within the Department and other Departments
Maintains and updates yearly schedules
Maintains a system to track Departmental actions to ensure that information requested by the Vice President/Director is received and deadlines are met
Ensures weekly meetings take place as required
Orders and controls budget for office supplies
Delivers excellent interpersonal, organizational and communication skills
Balances priorities between multiple projects
Assists in writing routine general correspondence as well as word processing of company documents, letters, reports, memorandums and minutes
Processes incoming/outgoing mail, faxes and correspondence
Provide guidance to other Administrative Assistants within the department
Inputs Web information on the Company Intranet
Performs adhoc assignments as required
Other duties as directed

Required Skills and Experience:

Proficient with SAP, etc.
Good organizational skills, initiative and ability to work independently
Accurate and efficient administration skills and attention to detail
Excellent interpersonal and communication skills
Ability to work with people at all levels in the organization
Advanced computer skills: Windows (Excel, Word, PowerPoint, Visio, Microsoft Project)
Selfstarter able to work under mínimal supervision and under pressure
Pleasant and professional manner

Preferred Skills and Experience: