Administrative Assistant

Who We Are

Smith + Andersen is a trusted, Canadian engineering firm, recognized for its multi-disciplinary expertise. With more than seven hundred employees across eleven offices in five provinces, the firm delivers comprehensive solutions nationwide.

At Smith + Andersen our employees contribute to some of the most sustainable building design projects in Canada. The work we do has meaningful impact on the community by contributing to landmark projects such as hospitals, transit stations, parks, federal and provincial government buildings and post secondary institutions.

Our values drive and define everything we do, demonstrating a deep commitment to sustainability, mentorship and quality work that spans nearly six decades in business. In addition, we are proud to have been certified as a Great Place to Work™ and selected as one of Canada’s Best Workplaces™ for the highly collaborative culture we’ve built and for empowering employees to do great work!

The Toronto office of Smith + Andersen is seeking an Administrative Assistant to support the Intelligent Integrated Systems (IIS) team. You are highly organized and have the ability to prioritize tasks in order to manage your workload. You enjoy taking on new challenges and efficiently get work done. You’re a team player with excellent communication skills and you’re looking for an opportunity to work in a dynamic environment.

This posting is for an existing vacancy within our organization.

In addition to an exciting career filled with meaningful work, we offer:

• Comprehensive Group Health Benefits Program, including a Health Spending Account
• Group Retirement Savings Plan (Employer and Employee Contributions)
• Employee Share Ownership Program (ESOP)
• Purchase Time Off Program (PTO)
• Transit Subsidy Program
• Wide variety of community and social events
• Great Place to Work-Certified™
• Canada’s Best Workplaces™ in Ontario
• Best Workplaces for Mental Wellness™
• Best Workplaces for Inclusion™
• Canada’s Best Workplaces™ for Professional Service

• Responsible for providing administrative support to senior leaders including scheduling of meetings and related logistics, directing incoming calls/emails, and supporting agenda management, electronic filing, organizing and expending information.
• Review electronic mail; follow-up on routine inquiries and correspondence to ensure proper action is taken on all incoming emails.
• Manage multiple calendars; schedule appointments, and conference calls; include in calendar all on and off-site meetings, lunches, dinners, flight confirmations and hotel confirmations. Set up meetings, drafting agendas, take minutes, arranging catering and booking boardrooms.
• Coordinate internal training sessions, source rooms, schedules; order catering, set up and clean up.
• Assist in the development and formatting of new documents and processes.
• Maintain databases and filing systems for projects, update internal systems ensuring records are well maintained and up to date.
• Assist in the onboarding process for new hires, including preparing work spaces and necessary materials.
• Assist with client contact management, such as maintaining up-to-date contact entries into internal databases.
• Coordinate travel for leadership team, book flights, hotels and car rentals as required.
• Assist accounting department with managing the status of project specific billing and invoicing.
• Assist with invoicing, purchase order and expense tracking.
• Provide support as needed to other administrative members within the office, which may include support for company client events or internal corporate events.

• Two – five years of experience providing office administration support.
• Advanced computer skills, with knowledge of all Microsoft Office Suites.
• Strong written and oral communication skills.
• Highly innovative with an attention to detail and an ability to accept direction.
• Highly organized and able to prioritize work schedule.
• Ability to work independently as well as part of a team.
• Experience in Engineering, Construction, or Architecture is an asset.

Founded in 1965, Smith + Andersen has organically grown from an…