Administrative Assistant (Hybrid) - Digital Industries

Siemens; Oakville; Hybrid; CAD 50,000 - 70,000; Full time

Job summary

A leading technology company in Oakville, ON, seeks an Administrative Assistant to provide operational and strategic support to the Digital Industries management team. The role requires strong communication skills, attention to detail, and a post-secondary degree in Business Administration. A minimum of 3 years in an administrative role is essential, as well as proficiency in Microsoft Office Suite. This hybrid position allows for flexible work arrangements.

Benefits

Flexible work environment

Career advancement opportunities

Competitive total rewards package

Qualifications

• Minimum 3 years of experience in an administrative support role in a corporate setting.
• Experience working in a complex, matrix environment.
• Demonstrated experience supporting and working effectively with senior management.

Responsibilities

• Provide administrative support including travel arrangements and event coordination.
• Manage calendars for the management team.
• Handle phone and email requests on behalf of sales management.

Skills

Exceptional communication skills in English

Strong attention to detail

Strong time-management skills

Creative thinking

Education

Post-secondary degree or diploma in Business Administration

Tools

Microsoft Office Suite

Job description

Change the future with us.

We are looking for dedicated and talented people who tackle ever‑changing challenges, customer needs, and questions from colleagues with clever concepts and creativity. We embrace change and work with curious minds re‑inventing the future of work. Join us and let us focus together on what’s truly important: making lives better with new ideas and the latest technology around the world.

What will you do?

Reporting to the Siemens Digital Industries (DI) Sales Acceleration Manager, as Administrative Assistant, you will actively support the Digital Industries core management team by providing both operational and strategic support.

Responsibilities

• Provide administrative support (virtual and in‑person) – booking travel arrangements, event coordination, organizing meetings and conferences, processing invoices, reconciling travel and expense reports.
• Manage calendars for the Digital Industries core management team to enable leadership effectiveness.
• Coordinate the preparation and distribution of information in advance of upcoming meetings.
• Handle all incoming and external phone and email requests, ensuring customer and business priorities are maintained and information flow is monitored on behalf of sales management.
• Independently prepare correspondence in an accurate and professional manner.
• Manage mail distribution and locker allocations.

Systems & Tools

• Coordinate ordering of mobile and IT hardware for team members as required.
• Support onboarding and off‑boarding of employees.
• Catalogue ordering for office supplies and promotional items through Siemens tools such as MyMall (Amazon, Prominate).
• Manage the end‑to‑end process for translation requests for announcements, including portal submission and vendor coordination, serving as liaison between requester and vendor to ensure timely and accurate delivery.

Employee Experience & Enablement

• Assist DI employees in navigating internal tools and systems to enhance operational efficiency and employee experience.
• Assist DI employees with IT‑related issues, offering support and guidance to resolve or escalated concerns for a seamless productive work environment.
• Act as a key point of contact and backup for the Digital Industries Management Team Assistant as required, including vacation coverage.

Location

This is a hybrid role requiring in‑office presence 1‑3 days a week in the Oakville, ON office.

What will you need to succeed?

Education

A post‑secondary degree or diploma in Business Administration or a relevant field.

Experience

• Minimum 3 years of experience in an administrative support role in a corporate setting.
• Demonstrated experience supporting and working effectively with senior management.
• Experience working in a complex, matrix environment.

Skills & Competencies

• Exceptional communication skills in English, both verbal and written.
• Ability to build and manage relationships with internal and external stakeholders.
• Strong attention to detail.
• Excellent problem‑solver with a demonstrated ability to research solutions.
• Ability to work with sensitive/confidential information while maintaining high discretion and ethical standards.
• Ability to operate effectively in a fast‑paced environment, adapting to change and pivoting as needed.
• Strong time‑management skills, with ability to multi‑task and prioritize effectively.
• Self‑motivated, independent worker with initiative.
• Collaborative team player eager to contribute to team success.
• Creative thinking, analyzing broader organizational context to innovate and drive cross‑collaborative success within a matrixed organization.
• Willingness to work flexible hours, including early morning meetings or events.
• Advanced working knowledge of Microsoft Office Suite: Teams, Outlook, Excel, Word, PowerPoint, SharePoint.
• Asset: Bilingual (English / French) communication skills, both verbal and written.

Why you’ll love working for Siemens!

• Freedom and a healthy work‑life balance – flexible work environment with flex hours, telecommuting, and digital workspaces.
• Work on exciting, innovative projects solving the world’s most significant problems.
• Engaging, challenging, fast‑evolving cutting‑edge technological environment.
• Opportunities to advance your career and mentorship programs locally and globally.
• Competitive total rewards package, profit sharing available.
• Rewarding vacation entitlement with the option to buy and sell vacation days.
• Social responsibility initiatives focused on access to education, technology, and community sustainability.
• Participation in celebrations, social events, and off‑site business events.
• Opportunities to contribute innovative ideas and get paid for them.
• Employee perks and discounts.
• Diversity and inclusivity focused.

Siemens is proud to be an eight‑time award winner of Canada’s Top 100 Employers, Canada’s Greenest Employers 2025, and Canada’s Top Employers for Young People 2025. Siemens Canada is a leading technology company focused on industry, infrastructure, mobility, and healthcare. The company’s purpose is to create technology with purpose, transforming the everyday for everyone since 1912. By combining the real and the digital worlds, Siemens empowers its customers to accelerate their digital and sustainability transformations, making factories more efficient, cities more livable, and transportation more sustainable. Siemens also owns a majority stake in the publicly listed company Siemens Healthineers, a leading global medical technology provider pioneering breakthroughs in healthcare. For everyone, everywhere, sustainably. In fiscal 2024, which ended September 30, 2024, Siemens Canada had revenues of approximately $2.2 billion CAD. The company has approximately 4,400 employees from coast‑to‑coast and 37 office and production facilities across Canada.

To learn more about Siemens Canada, visit our website at www.siemens.ca. While we appreciate all applications we receive, we advise that only candidates under consideration will be contacted.