Administrative Assistant, Water

Do you love to develop and share great ideas? Do you believe your insights can drive people forward? Do you appreciate working with others and building on mutual successes? Perfect. We do, too.

As an employee-owned company, we foster a culture where our people can thrive – and by thrive, we mean a place where you can share your ingenuity, express your difference, and grow in your very own way. Whatever your area, no matter your grade, your unique skills and perspective will help drive change from operations to the C-suite, across a wide of range of projects and channels.

Are you ready to build a future that’s uniquely yours? Join our award-winning team and make a difference that defines you.

We are seeking an enthusiastic Administrative Assistant with a friendly and pleasant personality to provide ongoing administrative support to a large project team of engineers and design professionals, as well as assist the administrative team with their daily duties.

• Provide support to the Water group and senior management, including preparation of monthly meeting packages, reports and meeting notes.
• Assist with Business and Professional Development (BD) support including preparation of annual BD plans.
• Coordinate planning activities/logistics, manage budgets, and oversee conference and professional registration processes.
• Track deadlines, follow up with staff, and complete updates for project management updates in the RVA proposal and project directory system, mandatory training, events, QAP audits, corporate initiatives, annual mailer updates, etc.
• Organize team events and social activities (e.g., dinners, celebrations, lunches).
• Coordination of Lunch and Learns with external vendors.
• Assist with email and calendar management inboxes for senior staff, flagging project-related emails with tasks and deadlines.
• Prepare and format correspondence and documentation, including emails, reports, specifications, tenders, forms, meeting minutes, presentations and project deliverables, including AODA compliance formatting.
• Assist with proposal preparation, resume updates, and quality assurance procedures.
• Organize and maintain administrative files and materials, support filing of project correspondence and maintaining organized records.
• Schedule and track team Safety Talks and file attendance records.
• Answer and respond to phone calls professionally and assist with follow-ups.
• Provide switchboard/reception relief and support to other groups as needed
• Perform other administrative tasks as required
• Minimum College Diploma in Office Administration or a related field.
• Preferred 5 years of experience in a similar administrative role.
• Preferred experience in a professional services environment; engineering, construction, or architectural firm experience preferred.
• Advanced proficiency in MS Office Suite (Excel, Word, PowerPoint, Outlook, Teams); experience with Word Styles required.
• Familiarity with MS Project and Newforma is an asset.
• Excellent English communication skills, both written and verbal, with strong proofreading and editing abilities.
• Ability to manage multiple priorities in a fast-paced, deadline-driven environment.
• In office 5 days per week for RVA core hours - 8am to 5pm.
• Switchboard morning shift availability required.
• Professional, dependable, personable, and flexible.
• Strong organizational and time-management skills with attention to detail.
• Ability to handle confidential information with discretion.

We don’t settle for less, and neither should you. As it happens, offering great benefits to our people is entirely possible: the numbers work out. Happy teams mean happy clients. It’s just that simple. From recruitment to flexibility, learning to leadership, wellness to inclusion, we give our…