Administrative Assistant (12 Months)

Hitachi Rail; Toronto; Hybrid; CAD 45,000 - 65,000; Full time

Job summary

Hitachi Rail is seeking an Administrative Assistant to support daily operations across departments in Toronto. The successful candidate will handle various administrative tasks, manage correspondence, and facilitate communications, playing a vital role in maintaining office efficiency. Ideal candidates will have excellent organizational skills, 2-5 years of experience, and a degree in a relevant field.

Qualifications

• 2-5 years of administrative or office support experience required.
• Proficiency in MS tools/applications.
• Strong organizational and communication skills.

Responsibilities

• Manage meeting schedules, file organization, and correspondence.
• Provide onboarding support for new hires.
• Oversee office supply management and client interface responsibilities.

Skills

Organizational skills

Communication skills

Interpersonal skills

Event management skills

Attention to detail

Multitasking

Problem solving

Education

Bachelor or associate degree in Office Administration or Business Administration

Tools

MS tools/applications

SharePoint

SAP

Job description

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About Us

A career at Hitachi Rail will help create a legacy. With operations in every corner of the world, our work goes to the cutting-edge of digital transformation and technology. From the multi-cultural strength of our global organisation to the sustainable and innovative ways we work to bring people together, there’s something for everyone to get stuck into. And that’s where you come in.

Toronto, Ontario, Canada (Hybrid)

The Administrative Assistant supports the daily operations of various departments by managing tasks such as meeting schedule and coordination, file organization, handling correspondence, facilitating communication among team members, preparing reports and presentations, organizing events, and overseeing office supply management. By performing essential administrative and clerical duties, the Administrative Assistant plays a key role in enhancing the overall efficiency and functionality of the office environment.

This is a 12 month Fixed Term Employment

Key Accountabilities:

• Provide comprehensive administrative support across multiple departments to ensure the seamless and efficient operation of daily activities.
• Manage a wide range of tasks, including but not limited to calendar and meeting coordination, event planning, travel and expense management, correspondence handling, document management, procurement and logistics coordination (including invoicing), data management, office supply requests, and internal communication.
• Oversee onboarding procedures for new hires, including:
• Preparing workstations for the Date of Joining (DOJ).
• Requesting necessary IT equipment and accessories.
• Facilitating access to building and key company portals.
• Communicating DOJ details.
• Conducting admin-level briefings/training (covering tools such as desk booking systems, department repositories, and essential portals).
• Providing a building tour and introductions.
• Assist with client interface management and event coordination, including organizing customer visits and addressing other client-related needs.
• Provide support by attending company social events and fulfilling assigned roles or tasks as needed, ensuring active participation and contribution to the success of the event.
• Take responsibility for additional office management duties based on floor assignments, such as overseeing meeting rooms and printing areas, reporting and resolving any issues, and ensuring a well-maintained work environment.
• Provide backup and delegation support to fellow administrative staff as needed, ensuring continuity and consistency in office operations.
• Undertake ad-hoc tasks and special projects assigned by the Line Manager to support the smooth functioning of operations.
  
  

Key Requirements:

• Proficiency in MS tools/applications.
• Knowledge in SharePoint and other repository sites.
• Strong organizational and communication skills (written and verbal).
• Strong interpersonal skills.
• Strong events management skills.
• Strong attention to detail.
• Strong multitasking skills with the ability to work effectively under pressure.
• Strong problem-solving and analytical skills.
• 2-5 years of administrative or office support experience.
• Bachelor or associate degree in the fields of office administration, business administration, or a related area.
  
  

Preferred Qualifications:

• A friendly and positive attitude is preferred.
• Proficiency in SAP or similar tools is a plus
  
  

Thank you for your interest in Hitachi Rail. If your application is of interest, we will be in contact. Please do not hesitate to discover more about us and our latest jobs at https://www.hitachirail.com/careers.

At Hitachi Rail, there is a place for everyone. We welcome and value differences in background, age, gender, sexuality, family status, disability, race, nationality, ethnicity, religion, and world view. It is our commitment to create an inclusive environment - we are proud to be an equal opportunity employer.

We would be delighted if you would be one of our followers at https://www.linkedin.com/company/hitachirail.

Seniority level

• Seniority level

  Not Applicable

Employment type

• Employment type

  Contract

Job function

• Job function

  Administrative

• Industries

  Rail Transportation

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