Administrative Assistant

WSP; Vaughan; On-site; CAD 61,000 - 89,000; Full time

Job summary

WSP is seeking an Administrative Assistant to support our Operations Leader, Directors, Managers, Project Managers, and technical teams across the Greater Toronto Area. This role provides broad administrative, operational, project and office coordination support to ensure efficient delivery of projects and day-to-day business activities.

You will connect people, projects and priorities, prepare reports and presentations, coordinate meetings and travel, manage documentation, and assist with

Qualifications

• Minimum of 4 years of experience in an administrative/operational role.
• Combination of education and relevant professional experience.
• Strong organizational and time-management abilities.
• Excellent written and verbal communication for reports, presentations and documentation.
• Advanced proficiency in Microsoft Office.
• Experience with ERP systems and document management is an asset.
• Valid driver’s license and willingness to travel occasionally.

Responsibilities

• Coordinate project setup, budgeting, resourcing, financial administration, and reporting within ERP to support effective project delivery.
• Prepare dashboards, reports, presentations, performance metrics, and executive updates for business planning.
• Support the Operations Leader, Directors, Managers, and Project Managers with operations, issue communications, action tracking, schedules and priorities.
• Prepare, format, and distribute proposals, reports, studies, presentations, correspondence, and other business documents.
• Coordinate internal, client, vendor and leadership meetings, including scheduling, travel, catering and minutes.
• Support client relationship management, business development activities, proposal submissions, project documentation, and filing.
• Coordinate onboarding/offboarding, workplace access, equipment provisioning, and office operations with IT, facilities and service providers.
• Advance operational efficiency through health, safety, compliance, process improvements and special projects.

Skills

Microsoft Office

Organizational skills

Communication skills

Time management

Education

Relevant education & experience

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 setup, 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?

We exist to shape communities to advance humanity. The brightest engineers, advisors and scientists from across the globe call WSP home.

• 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.