Administrative Assistant

Smith + Andersen; Toronto; On-site; CAD 60,000 - 80,000; Full time

Job summary

A trusted Canadian engineering firm is seeking an Administrative Assistant to support the Intelligent Integrated Systems team in Toronto. This role involves managing multiple calendars, providing administrative support to senior leaders, and assisting with project billing. The ideal candidate has two to five years of administrative experience, excellent communication skills, and proficiency in Microsoft Office. Join a collaborative environment where your contributions support meaningful projects across Canada from hospitals to public buildings.

Benefits

Comprehensive Group Health Benefits Program

Group Retirement Savings Plan

Employee Share Ownership Program

Purchase Time Off Program

Transit Subsidy Program

Community and social events

Qualifications

• Two to five years of experience providing administrative support.
• Advanced computer skills in Microsoft Office Suite.
• Strong written and verbal communication abilities.
• Highly organized with attention to detail.

Responsibilities

• Provide administrative support to senior leaders.
• Manage multiple calendars and schedule appointments.
• Coordinate travel arrangements for leadership.
• Assist with invoicing and project billing.

Skills

Office administration

Communication skills

Organizational skills

Microsoft Office

Job description

Who We Are

Smith + Andersen is a trusted, Canadian engineering firm, recognized for its multi-disciplinary expertise. With more than seven hundred employees across eleven offices in five provinces, the firm delivers comprehensive solutions nationwide.

At Smith + Andersen our employees contribute to some of the most sustainable building design projects in Canada. The work we do has meaningful impact on the community by contributing to landmark projects such as hospitals, transit stations, parks, federal and provincial government buildings and post secondary institutions.

Our values drive and define everything we do, demonstrating a deep commitment to sustainability, mentorship and quality work that spans nearly six decades in business. In addition, we are proud to have been certified as a Great Place to Work™ and selected as one of Canada’s Best Workplaces™ for the highly collaborative culture we’ve built and for empowering employees to do great work!

This Opportunity

The Toronto office of Smith + Andersen is seeking an Administrative Assistant to support the Intelligent Integrated Systems (IIS) team. You are highly organized and have the ability to prioritize tasks in order to manage your workload. You enjoy taking on new challenges and efficiently get work done. You’re a team player with excellent communication skills and you’re looking for an opportunity to work in a dynamic environment.

This posting is for an existing vacancy within our organization.

Why choose Smith + Andersen?

In addition to an exciting career filled with meaningful work, we offer:

• Comprehensive Group Health Benefits Program, including a Health Spending Account
• Group Retirement Savings Plan (Employer and Employee Contributions)
• Employee Share Ownership Program (ESOP)
• Purchase Time Off Program (PTO)
• Transit Subsidy Program
• Wide variety of community and social events
• Great Place to Work-Certified™
• Canada’s Best Workplaces™ in Ontario
• Best Workplaces for Mental Wellness™
• Best Workplaces for Inclusion™
• Canada’s Best Workplaces™ for Professional Service

What You’ll Do

• Responsible for providing administrative support to senior leaders including scheduling of meetings and related logistics, directing incoming calls/emails, and supporting agenda management, electronic filing, organizing and expending information.
• Review electronic mail; follow-up on routine inquiries and correspondence to ensure proper action is taken on all incoming emails.
• Manage multiple calendars; schedule appointments, and conference calls; include in calendar all on and off-site meetings, lunches, dinners, flight confirmations and hotel confirmations. Set up meetings, drafting agendas, take minutes, arranging catering and booking boardrooms.
• Coordinate internal training sessions, source rooms, schedules; order catering, set up and clean up.
• Assist in the development and formatting of new documents and processes.
• Maintain databases and filing systems for projects, update internal systems ensuring records are well maintained and up to date.
• Assist in the onboarding process for new hires, including preparing workspaces and necessary materials.
• Assist with client contact management, such as maintaining up-to-date contact entries into internal databases.
• Coordinate travel for leadership team, book flights, hotels and car rentals as required.
• Assist accounting department with managing the status of project specific billing and invoicing.
• Assist with invoicing, purchase order and expense tracking.
• Provide support as needed to other administrative members within the office, which may include support for company client events or internal corporate events.

Who You Are

• Two – five years of experience providing office administration support.
• Advanced computer skills, with knowledge of all Microsoft Office Suites.
• Strong written and oral communication skills.
• Highly innovative with an attention to detail and an ability to accept direction.
• Highly organized and able to prioritize work schedule.
• Ability to work independently as well as part of a team.
• Experience in Engineering, Construction, or Architecture is an asset.

About Smith + Andersen

Founded in 1965, Smith + Andersen has organically grown from an established reputation as a trusted engineering consulting firm, reaching new levels of engineering and design excellence in the mechanical, electrical, communications, security and audiovisual fields, and providing enhanced services such as lighting, building automation systems, and intelligent integrated systems design. Thanks to our client-focused approach, we are able to apply efficient, sustainable, and reliable design and engineering solutions on the some of the most exciting projects across Canada.

For more information about Smith + Andersen, please visit our website at www.smithandandersen.com.

Accommodation

Appropriate accommodations will be provided to candidates upon request throughout the recruitment and hiring process. Successful applicants will be advised of Smith + Andersen’s accommodation policies at the time the employment offer is extended. Only qualified candidates will be contacted.

Diversity

Smith + Andersen is committed to diversity, equity and inclusion and welcomes applications from all qualified candidates of any age, culture, subculture, gender identity or expression, sexual orientation, nationality, race, ethnicity, family status, religion, mental or physical status or veteran status.

Recruitment Agencies

Smith + Andersen welcomes interest by individual applicants. For resumes or applications submitted by agencies or recruiters with which Smith + Andersen does not have an agreement in place, Smith + Andersen will not pay any referral fee. Unsolicited resumes or applications from agencies or recruiters will be deemed to have been referred without fee or other charges.

Smith + Andersen does not use artificial intelligence (AI) to screen, assess or select applicants.

Smith + Andersen is an equal opportunity employer.