Administrative Assistant

WSP USA; Kitchener; Hybrid; CAD 61,000 - 84,000; Full time

Job summary

WSP is seeking an Administrative Assistant to support our Operations Leader, Directors, Managers, and project teams across the Greater Toronto Area and Canada. You’ll handle administrative tasks, project coordination, and office operations to help deliver projects efficiently and maintain client focus.

The role emphasizes coordinating meetings, preparing reports and documentation, and assisting with health, safety, and process improvements.

Qualifications

• 4+ years of experience in administrative, project coordination, business operations, or office management.
• A combination of education and relevant professional experience.
• Strong organizational and time-management capabilities with multiple priorities.
• Excellent written and verbal communication for reports and documents.
• Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook, Teams, SharePoint).
• Experience with ERP systems, document management platforms, Bluebeam, or InDesign is a plus.
• A valid driver’s license and willingness to travel occasionally.

Responsibilities

• Coordinate project setup, budgeting, resourcing, financial administration, and reporting in ERP to support delivery.
• Prepare reports, dashboards, presentations, performance metrics, and executive updates for planning.
• Support the Operations Leader, Directors, Managers, and Project Managers with schedules and priorities.
• Prepare, format, and distribute proposals, reports, and professional business documentation.
• Coordinate meetings with scheduling, travel, catering, AV, agendas, minutes, actions, and follow-up.
• Support client relationships, proposals, project docs, filing, and document control.
• Coordinate onboarding/offboarding, workplace access, equipment provisioning, and operations with IT/facilities.
• Advance operational efficiency through health, safety, compliance, and process improvements.

Skills

Microsoft Office

Time management

Communication

ERP systems

Document management

Bluebeam

InDesign

Driver's license

Tools

ERP systems

Bluebeam

InDesign

Job description

What if you could redefine what’s possible?

With us, you can. You want Purpose. Growth. Opportunity. People who get it.

We are the home of ambitious, passionate, and innovative world shapers.

With an unmatched breadth and depth of engineering, advisory and science‑based expertise, our global minds unite to power local solutions.

We are pathfinders and impact makers.

We are Visioneers.

We are WSP.

The Opportunity

Build the Future With Us.

As our Mechanical and Electrical Engineering Team continues to grow across the Greater Toronto Area and Canada, we are seeking a highly organized and proactive Administrative Assistant to support our Operations Leader, Directors, Managers, Project Managers, and technical teams.

This role provides a broad range of administrative, operational, project, and office coordination support, helping to ensure the efficient delivery of projects and day-to-day business activities. You’ll play a key role in connecting people, projects, and priorities while contributing to a collaborative, client-focused, and high-performing team environment.

Your Impact

• Coordinate project set up, budgeting, resourcing, financial administration, and reporting within the ERP system to support effective project delivery.
• Prepare and maintain reports, dashboards, presentations, performance metrics, and executive updates that support operational and business planning.
• Support the Operations Leader, Directors, Managers, and Project Managers with business operations, issue communications, action tracking, schedules, and priority initiatives.
• Prepare, format, and distribute proposals, reports, studies, presentations, correspondence, and other professional business documentation.
• Coordinate internal, client, vendor, and leadership meetings, including scheduling, logistics, travel arrangements, catering, AV support, agendas, minutes, action items, and follow-up.
• Support client relationship management, business development activities, proposal submissions, project documentation, contract records, filing, and document control.
• Coordinate employee onboarding and offboarding, workplace access, equipment provisioning, and office operations while liaising with IT, facilities, and external service providers.
• Advance operational efficiency by supporting health, safety, compliance, emergency preparedness, process improvements, special projects, and broader business priorities.

The Skills That Set You Apart

• Minimum of 4 years of experience in an administrative, project coordination, business operations, or office management role, preferably within an engineering, architectural, or professional services environment.
• A combination of education and relevant professional experience.
• Strong organizational and time-management capabilities, with demonstrated ability to manage competing priorities and deadlines.
• Excellent written and verbal communication skills, including experience preparing professional reports, presentations, correspondence, and business documentation.
• Advanced proficiency in Microsoft Office , including Word, Excel, PowerPoint, Outlook, Teams, and SharePoint.
• Experience supporting operational reporting, financial administration, leadership teams, and a range of internal and external stakeholders.
• Sound judgment, attention to detail, discretion when handling confidential information, and the ability to work proactively both independently and collaboratively.
• Experience with ERP systems, document management platforms, Bluebeam, or InDesign is considered an asset; a valid driver's licence and willingness to travel occasionally are required.

Why Choose WSP?

• Proudly Canadian – we are a Top 100 Employer in Canada for 2026.
• A global community of brilliant minds – your next idea, mentor, or opportunity is always within reach.
• Limitless opportunities start here. Whether it’s across the country or around the globe, we help you tailor your role to match your ambition — because your growth drives ours.
• Flexible work, real balance – we recognize the importance of balance in our lives and encourage you to prioritize the balance in yours.

#WeAreWSP

Compensation

AB, BC, NT, NU, SK & YT: $66,700 - $88,400

MB & ON: $60,900 - $83,800

NB, NL, NS, PE & QC: $60,300 - $80,000

Disclosure:

The final salary awarded for this role may vary from the above range based on several factors including, but not limited to, relevant education, qualifications, certifications, experience, skills, seniority, geographic location, performance, and business or organizational needs. The wage range provided in this job posting may be subject to change for business purposes.

Make Your Mark with WSP

At WSP , we exist to shape communities to advance humanity.

It’s why we bring people together who are wired to solve complex challenges - engineers, scientists, advisors, and technical experts who are driven by a common passion - to redefine what’s possible and shape what comes next. We are Visioneers.

As one of the world’s leading professional services firms, we partner with clients across transportation, infrastructure, environment, buildings, energy, water, mining and metals. We pair deep local knowledge with global insights to pioneer solutions designed to leave a lasting, positive impact.

At WSP , you’ll join a community of brilliant minds that push boundaries every day - applying deep expertise and fuelling innovation to help create a more connected and resilient future. Here, your ideas are valued, your growth is supported, and you are encouraged to bring your authentic self to work. We empower our people to collaborate across disciplines, challenge the status quo, and shape a career with purpose.

Join us.

Please Note:

Health and Safety is a core paramount value of WSP. Given the importance of keeping one another safe it is expected that you comply with our Health, Safety & Environment (HSE) policy at all times as well as client HSE policies when working at client locations. Full details here (https://www.wsp.com/en-ca/corporate/ca/health-safety) .

Some safety-sensitive positions involve fieldwork and may include work in a variety of environmental conditions, such as remote or isolated areas, working alone, and in inclement weather (within safe and reasonable limits).

WSP welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.

WSP is committed to the principles of employment equity. Only the candidates selected will be contacted.

WSP does not accept unsolicited resumes from agencies. Full details here (https://www.wsp.com/en-ca/careers/notice-to-staffing-agencies) .