Administrative Assistant

CBCL Limited; San Juan de Terranova; Hybrid; CAD 42,000 - 56,000; Full time

Benefits offered by this job

Health benefits

Pension plan (defined benefit)

Vacation allowance

Parental leave top-up

Transit subsidy

Education subsidies

Job summary

CBCL Limited in St. John’s is seeking an Administrative Assistant who will act as the operational backbone of our St.

John’s office and municipal engineering teams, coordinating calendars, travel, meetings and project documents. You will be the first point of contact for clients and visitors, supporting documentation, digital records and office logistics to help busy project teams deliver infrastructure projects across Newfoundland and Labrador.

Qualifications

• Experience in administration, office coordination, customer service, hospitality or project support.
• Strong written and verbal communication skills.
• Practical experience with Microsoft 365 applications including Outlook, Word, Excel, PowerPoint, Teams and SharePoint.
• Demonstrated ability to learn unfamiliar technology and adapt to new software.

Responsibilities

• Act as the welcoming face of CBCL’s St. John’s office for clients, vendors, visitors and team members.
• Manage incoming calls and enquiries and connect people with the right team member.
• Coordinate meetings, shared calendars, client presentations, office events and changing schedules.
• Arrange travel and prepare itineraries for project managers and technical staff, including expense documentation.
• Format and coordinate letters, reports, proposals and other project documents.
• Maintain organized digital project records, filing systems and archives.
• Support meeting preparation, record decisions and follow-up items.

Skills

Microsoft 365

Communication

Organization

Customer service

Education

Post-secondary education in office administration

Tools

Outlook

Word

Excel

PowerPoint

Teams

SharePoint

Job description

Our St. John’s office is looking for a proactive, digitally confident and people-focused Administrative Assistant to serve as the operational backbone of our office and municipal engineering teams. This role is critical in helping busy project teams stay organized, informed, and ready to deliver important infrastructure projects throughout Newfoundland and Labrador.

This is a visible and important in-office role. You will be one of the first people our clients, visitors and team members meet, while also working behind the scenes to coordinate calendars, travel, meetings, project documents, office logistics and changing priorities.

You do not need an engineering background. We are more interested in how you approach work: whether you take initiative, learn new technology quickly, communicate warmly and professionally, remain composed when plans change and follow through on the details that help a busy team succeed.

If you enjoy helping people, solving everyday problems and becoming the person others trust to keep things moving, this could be an excellent opportunity to build a long-term career with a leading employee-owned consulting firm.

Your Key Responsibilities:

• Act as the welcoming face of CBCL’s St. John’s office by creating a professional, positive and memorable experience for clients, vendors, visitors and team members.
• Manage incoming calls and enquiries and connect people with the appropriate team member.
• Coordinate meetings, shared calendars, client presentations, office events and changing schedules.
• Arrange travel and prepare clear itineraries for project managers and technical staff, including changes and expense documentation.
• Format and coordinate letters, reports, proposals, specifications and other project documents.
• Maintain organized digital project records, proposal trackers, filing systems and archives.
• Support meeting preparation, record key decisions and actions, and help ensure follow-up items are not lost.
• Support engineering and project management teams working on municipal infrastructure projects throughout Newfoundland and Labrador by helping coordinate the information, meetings, travel and documentation required to deliver successful projects.
• Keep shared office areas organized, welcoming and supplied, including coordinating routine office services and supplies.
• Assist with everyday workplace technology, such as meeting-room equipment, printer connections and basic software issues, escalating matters when appropriate.
• Look for practical ways to simplify administrative processes and improve how information is organized and shared.

Career Growth

• This role offers more than traditional administrative support. As your skills develop, you will have opportunities to take ownership of increasingly complex responsibilities including: project administration, proposal coordination, document control systems, office operations, event coordination, business development support and digital workplace initiatives. We are looking for someone who wants to grow with our team and build a long-term career within a leading employee-owned engineering consulting firm.
• You will work closely with engineering and project teams, receive practical coaching and gain exposure to the systems and processes behind consulting projects across Newfoundland and Labrador.

Your Capabilities and Credentials:

• Experience in administration, office coordination, customer service, hospitality, project support or another role involving organization and frequent interaction with people.
• Strong written and verbal communication skills.
• Practical experience with Microsoft 365 applications including Outlook, Word, Excel, PowerPoint, Teams and SharePoint
• Demonstrated ability to quickly learn unfamiliar technology, troubleshoot routine digital and office issues, and confidently adapt to new software, systems and processes.

Assets, Not Requirements:

• Previous experience in consulting, professional services, construction, architecture, engineering or a quality-managed environment would be helpful but is not required. We will provide training on our project processes and terminology.
• Experience in formatting and preparation of reports and proposals;
• Post-secondary education in office administration, business or a related area is an asset. An equivalent combination of education, customer-service experience, administrative experience and demonstrated digital capability will also be considered.

What we can offer you:

• A competitive compensation package effective on your first day of employment:
  • Comprehensive health and dental benefits
  • CAAT Defined Benefit Pension Plan with employer contributions
  • Generous vacation allowance commensurate with experience
• Maternity or Parental leave top-up
• Health spending account
• Wellness incentive
• Membership dues reimbursement
• Education and lifelong learning subsidization
• Community volunteering incentive
• Employee Family Assistance Program
• Public transit subsidy

In addition to the above benefits, we offer:

• Ability to work paid overtime or bank time-in-lieu for future use;
• Diverse team with a wide range of experience and expertise;
• Exposure to a variety of projects;
• Support to develop skills and pursue projects related to your own interests;
• Collaboration between multiple disciplines and levels of expertise;
• Mentoring opportunities to foster your personal and professional development;
• Accessible and central offices in Atlantic Canada and Ottawa; and
• Access to training opportunities in areas ranging from technical development to leadership skills.

About Us

At CBCL our purpose is to create a positive and lasting impact on people and our planet. As an employee-owned firm, at CBCL, our people are everything. We are committed to promoting inclusivity and diversity for a workplace where everyone can thrive, and we build long-term relationships with our clients while providing them with innovative solutions.

We have earned recognition as one of Canada’s Top 100 Employers and one of Canada’s Best Managed Companies.Our multitalented group of professionals offer consulting in the Infrastructure, Water and Wastewater, Buildings, Industrial, and Earth and Environment sectors. We value our people, our communities, and our history and look forward to continuing our steady growth.

Along with our commitment to reducing our carbon footprint corporately, CBCL develops and implements sustainable engineering solutions that respect the current social and environmental impacts, as well as future implications of our designs.

CBCL operates from its offices in Halifax and Sydney, NS; Charlottetown, PE; Saint John, Fredericton and Moncton, NB; St. John's, NL, and Ottawa, ON.

CBCL Limited strives to provide a diverse workplace that is inclusive, accessible and celebrates individuals and what makes us unique. We are proud to be an employer partner with the Canadian Centre for Diversity and Inclusion and Pride at Work.

We are committed to creating an inclusive and accessible workplace for all. If you require accommodations at any stage of the recruitment or interview process, or while working with us, please email [e-mail]. We will work with you to meet your needs in a respectful and timely manner.

Our goal is to ensure every candidate has a fair opportunity to demonstrate their abilities. We value diverse perspectives and are dedicated to removing barriers that may prevent individuals from thriving in their roles.

We thank all applicants for their interest, but only those applicants who are selected to interview will be contacted.