Administrative Assistant

Transportation and Infrastructure Division Full Time Peterborough, ON $50,000 - $70,000 CAD per year

Compensation: $50,000 - $70,000

Hours of Work: Based on 40 hours per week.

Work Location: Peterborough, Ontario

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We are seeking an Administrative Assistant to provide administrative and operational support to our Transportation and Infrastructure Division, enabling efficient division-wide functions.

The Administrative Assistant serves as a central coordination point for administrative activities, supporting communication, scheduling, documentation, and workflow coordination across the division. This role ensures administrative processes are consistent, organized, and aligned with company standards, allowing technical staff and leadership to focus on project delivery and strategic priorities.

The position plays a key role in maintaining operational efficiency, supporting team coordination, and contributing to a streamlined, well-organized division aligned with our One Wills approach.

• Provide direct administrative support to the Director, Practice Area Leads, Team Leads, and department staff, as required.
• Act as a central administrative contact within the division, providing responsive day-to-day support.
• Coordinate internal and external meetings, including scheduling, logistics (travel, accommodations, vehicles), preparation of agendas, and recording and or editing of minutes/action items from meetings.
• Track action items and follow up to support timely completion.
• Prepare and distribute correspondence, outgoing mail, and courier packages.
• Support internal communications and divisional reporting requirements.
• Facilitate information flow across the division and with other divisions.
• Prepare financial reports quarterly using data provided by Finance to support overall business performance and KPIs.
• Support of division-wide health and safety program.

• Support onboarding and training for new employees within the division including system orientation and process guidance.
• Educate team members on corporate formatting standards, procedures, and administrative processes.
• Liaise with other Wills support team members to ensure consistency and provide backup support.
• Assist in maintaining divisional schedules, calendars, and shared resources.

• Prepare, format, and review department and project-related documents (e.g., reports, spreadsheets, presentations, contracts, and meeting materials).
• Ensure documents are accurate, consistent, and aligned with corporate templates and brand standards.
• Maintain up-to-date resumes, and bios, when needed.
• Assist with compiling standard documentation packages as required.

• Maintain organized electronic and hard copy filing systems, ensuring accurate naming, storage, and archiving.
• Support version control and document tracking practices.
• Ensure documentation is complete and accessible in accordance with company guidelines and AODA.
• Assist in maintaining audit-ready documentation practices.

• Support continuous improvement of administrative workflows, templates, and scheduling practices.
• Support overall operational and internal processes as it relates to administration, and divisions key measures of success.
• Assist in maintaining trackers and coordination tools to support division-wide visibility of tasks and deadlines.
• Provide administrative support for project initiation and internal system setup, as required from Project and Proposal Administrator.
• Identify opportunities to streamline processes and reduce inefficiencies in day-to-day operations.

A motivated and resourceful problem solver who is both an independent learner and a collaborative team player. You thrive on meaningful, challenging work and are eager to grow your skills while contributing to projects that have a direct impact on the community.

• 2-year diploma in Office Administration, Business Administration, or equivalent.
• Minimum 3 years of…