Administrative Assistant

About the Opportunity

Urban Systems is looking to add an Administrative Assistant to our company-wide Occupational Health & Safety and Risk Teams. As an interdisciplinary consulting firm, we deliver work for a wide range of audiences on diverse subjects and issues, all in service of our higher calling of ‘spirit’ in service for vibrant communities. In this role, you will support the administration of our programs, helping to ensure teams continue to look out for one another through care, collaboration, and professionalism, aligning with existing best practices in safety and risk.

Coupled with the diverse learning and project experience opportunities, do you see yourself excited to contribute to:

• Coordinating team meetings to ensure effective communication and collaboration.
• Organizing, recording, and summarizing meeting notes accurately.
• Managing and maintaining documents to ensure all documents are up-to-date and accessible.
• Overseeing the renewal process for various associations, ensuring timely and accurate submissions.
• Coordinating accounts payable tasks, including invoice processing and payment tracking.
• Assisting in the management and distribution of insurance certificates.
• Maintaining and creating internal intranet pages and preparing monthly communication updates to keep the team informed.
• Managing web subscriptions for platforms such as SafetyLine, Safetysync, and ISN Net.
• Collecting and preparing monthly health and safety statistics for reporting purposes.
• Monitoring, tracking, and documenting investigations to ensure thorough and accurate records.
• Performing data collection and entry tasks to support various projects and initiatives.
• Other administrative tasks as required.

About You

Our ideal candidate has up to 2 years of experience in customer service or an office setting. Equivalent education in Office Administration or a related program would be considered an asset.

The core skills that will help you succeed here include:

• Microsoft Office - You are proficient in working in Word, Outlook, PowerPoint and Excel.
• Service Mindset - You enjoy being in service and supporting the needs of others efficiently and effectively makes you happy.
• Quality Focused - You are committed to working hard and providing an exceptionally high quality of work for all your clients, but you know how to have fun in your work, to.
• Adaptable and Flexible - You are able to quickly shift and respond positively to changing conditions, priorities, and technologies. You have superior time management skills. You can see the big picture while paying attention to the small details.
• People Person – You are energized by working with collaborative people, and you enjoy building relationships and rapport with different types of people. It is natural for you to build an understanding of what people need and how you can help them.
• Communication and Optimism – You have excellent written and verbal communication skills, actively listen, and respond thoughtfully. You foster and champion a collaborative, fun, and supportive environment.
• Growth Mindset – You see your progress as incremental, and you want to learn and grow over time. You take the initiative and enjoy taking ownership of your work.

About Us

Urban Systems is a Canadian employee-owned interdisciplinary community consulting firm. We are united in our mission to transform communities everywhere into vibrant places where people want to live today, tomorrow, and forever.

At Urban Systems, vibrant communities are everything—including our own work community. Since 1975, we have grown to more than 700 people with 18 offices across Canada. Every day, our purpose-driven team works closely with our clients and their communities to deliver impactful work. We are proud to work with diverse clients, including Indigenous communities, all levels of government, commercial and residential land developers, and the natural resource sector.

We care for our communities and for our people. It’s our differences that make us exciting, and our shared belief in Urban Systems that binds us together. We’re searching for the creative and passionate and the curious and courageous to join us in creating meaningful and generational change in communities.

Our Commitment to You

Are you looking for opportunities to participate in challenging projects and work with multiple teams? Join a diverse and supportive group of professionals at Urban Systems and take part in impactful work building vibrant communities across Canada. Here’s what you can expect as a team member at Urban Systems:

• Competitive Compensation and Benefits. You’ll receive competitive compensation, extended health, dental, vision care coverage, and more. This position will have a salary range of $55,000.00- $60,000.00 per year based on a 40-hour work week. The range is negotiable based on your skillset and experience.
• Paid Time Off. We encourage all team members to take time off to recharge. Enjoy 3 weeks of paid vacation to start, in addition to statutory days off throughout the year.
• Learn and grow. Your professional growth & development is supported here. You are encouraged to take initiative and shape your career through coaching, in-house learning, technical courses, and more.
• Work with Interdisciplinary Teams. Amazing things happen when you mix creativity, curiosity, teamwork, and a strong desire to collaborate and innovate. You will be part of diverse, interdisciplinary teams to deliver important projects for our clients and their communities.
• Flexible Hours & Work Environment. You have a life outside of work. We offer flexibility in your work schedule and work environment to help you do your best work and meet your commitments.
• Saving for the Future. To help you achieve your long-term retirement goals, we offer a Long-Term Matching Program that matches your contributions (up to 5%) to an RRSP or TSFA.
• Support through Transitions. You will be supported through life’s moments and transitions, big or small, including top-up for parental leave for both biological and adoptive parents.
• Create Lasting Community Impact. 98% of Urban Systems employees believe that the work we do is important. Join a team of like-minded leaders and work together to bring impactful community projects to life!

How to Apply

If this describes your background, skills, and attributes, please visit our website for more information and submit your resume and cover letter. If it doesn’t describe you exactly, but you feel you are well suited to this opportunity, we encourage you to apply.

Urban Systems is an equal opportunity employer. We strive to create an inclusive culture for all employees. Our clients come from all walks of life, and so do you. We believe that diversity and unity amongst our teams leads to building vibrant communities.

Deadline for applications: Monday, May 12, 2025, at 9:00 am PDT