Administrative Assistant

HDR; Richmond Hill; On-site; CAD 40,000 - 50,000; Full time

Job summary

A leading engineering firm in Richmond Hill is seeking an exceptional Administrative Assistant to support office operations. The ideal candidate will provide reception duties, maintain office organization, and assist with onboarding new staff. Candidates should have a minimum of 2 years of administrative experience, excellent communication skills, and proficiency in Microsoft Office Suite. This role requires daily presence in the Richmond Hill office.

Qualifications

• Minimum 2 years of administrative experience in an office environment.
• Ability to work under pressure with strong attention to detail.
• Proficient in various software applications pertaining to social media is a bonus.

Responsibilities

• Provide reception duties including greeting visitors.
• Maintain general organization of the office.
• Coordinate meeting facilities and arrangements.
• Onboard new staff and support visiting employees.

Skills

Excellent communication skills

Detail-oriented

Problem-solving attitude

Flexibility

Education

High School diploma or equivalent

Tools

Microsoft Office Suite

Adobe PDF

Blue Beam

Job description

At HDR, our employee‑owners are fully engaged in creating a welcoming environment where each of us is valued and respected, a place where everyone is empowered to bring their authentic selves and novel ideas to work every day. As we foster a culture of inclusion throughout our company and within our communities, we constantly ask ourselves: What is our impact on the world?

Watch Our Story: https://www.hdrinc.com/our-story

Each and every role throughout our organization makes a difference in our ability to change the world for the better. Read further to learn how you could help make great things possible not only in your community, but around the world.

We are currently looking for an exceptional Administrative Assistant to support our Richmond Hill office. The ideal candidate is welcoming, organized, and helpful, thus supporting our local and Canadian team to help our operations run smoothly.

Primary Responsibilities

• Provide reception duties – greeting employees and visitors, answering and directing telephone calls, delivering messages, sending couriers, and distributing incoming mail
• General organization and housekeeping of the office including kitchen and boardroom areas
• Responsible for maintaining office and kitchen supplies
• Coordinate and manage meeting facilities and arrangements
• Liaise with building management and submit tenant requests/orders
• Type, revise and combine materials such as correspondence, reports, forms, and meeting minutes using Microsoft Office Suite (Word, PDF, PowerPoint, Excel)
• Word processing as needed, including formatting and proof‑reading letters, memos, and reports
• Data entry as needed in internal software programs and other software
• Support production of reports and drawings
• Onboard new staff and support visiting employees
• Required to work in the Richmond Hill office every day
• Perform other duties as needed

Preferred Qualifications

• A minimum of 2 years of administrative experience in an office environment
• Ability to work under pressure in a team environment with strong attention to detail and ability to work independently
• Excellent communication skills – both verbal and written
• Proficiency in Microsoft Suite, primarily Teams, Word, Excel, PowerPoint, Outlook
• Proficiency in manipulating PDF documents in Adobe and/or Blue Beam
• Proficient in various software applications pertaining to social media a bonus
• Problem‑solving and solution‑finding attitude and aptitude

Required Qualifications

• High School diploma or equivalent
• Excellent verbal and written communication including grammar, punctuation, proofreading, spelling and telephone skills
• Flexibility and ability to prioritize and handle multiple tasks and various managers in a fast‑paced environment
• Self‑motivated, well‑organized and detail‑oriented
• Ability to handle confidential information
• Proficiency with MS Office including Word and Outlook
• An attitude and commitment to being an active participant of our employee‑owned culture is a must

What We Believe

HDR is our company. Together, we build on each other's life experiences and perspectives to make great things possible every day. This shapes our collaborative culture, encourages organizational trust and connects us closer to the clients and communities we serve.

Our Commitment

As employee owners, we all have a role in creating an inclusive environment where each of us is welcomed, valued, respected and empowered to bring our authentic selves to work every day. Our eight Employee Network Groups (Asian Pacific, Black, Hispanic/Latino(a), LGBTQ+, People with Disabilities, Veterans, Women, Young Professionals) help create a sense of belonging and foster a supportive environment where everyone is empowered to engage and contribute. Each group has an executive sponsor and is open to all employees.