Senior Administrative Assistant​/Technical Coordinator

Job Title:

Senior Administrative Assistant / Technical Coordinator

Location:

Montreal (LaSalle)

Work Arrangement:
Hybrid

Join a dynamic department of 100+ IM/IT professionals who deliver information systems projects for clients in the Royal Canadian Navy and Department of National Defence. In this key new role, you will directly support and assist the department manager, become an expert in policies and processes so as to provide guidance and expertise to department personnel, coordinate onboarding of new personnel, and provide some of the administrative support for department personnel and supervisors.

At present, these functions are partially provided by central administrative staff, partially performed by the manager and supervisors themselves, and partially not adequately covered. With our ongoing significant growth, we need a Senior Administrative Assistant / Technical Coordinator, embedded in our department and aware of our work, projects, clients and priorities, who will become a key part of our success in meeting internal and client requirements.

Most of the role can be performed remotely, but on-site presence will be needed at times to support client visits, onboarding of new personnel or processing of classified information.

What we do at Weir Weir is a global leader in mining technology for a sustainable future. Outside the mining sector, Weir Marine Engineering has managed and operated the Naval Engineering Test Establishment (NETE) for the Department of National Defence (DND) since 1964. At Weir Marine Engineering (WME), we apply engineering/technical expertise to the complex challenges of mission-critical naval systems, contributing to the reliability, security, and performance of systems that are essential to Canada's maritime defence capabilities.

You’ll play a key role in solving real-world challenges. You’ll apply your skills to deliver results that matter - whether that’s through engineering, planning or customer support. You’ll work with purpose, learn every day and help shape a more sustainable future.

The key responsibilities of the position are:

• Assist in coordination of department activities;
• Pre-review submissions to the department manager to identify errors and omissions;
• Assist with internal communications; maintain standard briefing packages and charts; and monitor, update and report on status information for various processes.

• Take the lead in the onboarding and integration of new department personnel, coordinating with the HR Onboarding Specialist, direct supervisor, other department staff (as needed), HR/Security and IT administrators, local NETE/WME admin staff at the work site (if applicable), and client and client admin staff (if applicable).
• For department staff being onboarded at NETE LaSalle, be their primary initial point of contact and arrange their integration into the workplace.

• First, gain familiarity with policies, processes and procedures through review of documentation and interaction with process owners and experienced users.
• Then, be a source of expertise for department staff in the understanding and application of those policies, processes and procedures.
• When time permits, develop simplified guidance documents and flowcharts to facilitate the use and understanding of the processes, especially for newer staff.

• Assist with preparation and update of presentations, project plans, documents and other records related to project work for clients or internal initiatives.
• For load balancing and reciprocal coverage of duties during leaves and absences, share in some of the duties performed by…