Administrative Assistant

The Administrative Assistant provides comprehensive administrative support to the Construction Director, Deputy Project Director, and broader site management team. This role supports a large-scale construction project involving trains, tank, berth, and integration with existing facilities.

• Anticipate and prepare for leadership needs, exercising independent judgment in their absence.
• Manage complex calendars, appointments, accessibility, and time prioritization.
• Handle confidential and sensitive information with discretion.
• Prepare travel arrangements for multiple personnel, including local transportation.
• Support travel requests and expense claims.

• Interact routinely with senior internal and external stakeholders to exchange sensitive information.
• Coordinate meetings, events, and large internal/external functions.
• Assist with external events such as open houses and group visits.
• Serve at main office reception, receive visitors, and direct inquiries appropriately.
• Coordinate catering, lunch orders, and hospitality needs.

• Produce high-quality correspondence, documents, and presentations using advanced Microsoft Word and PowerPoint functions (formatting, templates, charts, graphics).
• Create and manage data in Excel, SharePoint, and other databases using advanced functions.
• Maintain office space planning, supplies, photocopier maintenance, and general office management.

• Conduct daily mail runs, catering pickups, and other logistical tasks.
• Collaborate closely with the Executive Administrative Assistant.
• Represent organizational culture and values, contributing to HSSE performance.
• Take initiative to understand project roles, workflows, and team dynamics.
• May represent the work unit on business or staff functional teams.
• Strong verbal and written communication skills that energize and align teams.
• Ability to influence without authority and ensure compliance with processes.
• Comfortable with change and ambiguity; able to make timely decisions.
• Courage to challenge practices and promote improvement.
• Commitment to diversity, inclusion, and cross-functional collaboration.
• Positive attitude with a focus on continuous improvement and problem-solving.

• 5–10 years of administrative or coordination experience supporting senior leaders.
• Strong understanding of corporate structures, operations, and procedures.
• Proven ability to exercise sound judgment.
• Exceptional organizational skills and ability to manage demanding schedules.
• Strong interpersonal skills with the ability to influence across levels.
• Advanced proficiency in Microsoft Office Suite and email/calendar management.
• Experience in joint ventures, global organizations, or fast-paced environments (assets).
• Experience in construction or operational settings (asset).
• Valid BC driver’s license (asset).
• Must be legally entitled to work in Canada.