Administrative Assistant II

Business Control Systems, LP; Northwestern Ontario; On-site; CAD 45,000 - 60,000; Full time

Job summary

A staffing firm specializing in IT and engineering seeks an Administrative Assistant II to provide critical support to the Regional Operations Manager. The role demands strong organizational, multitasking, and communication skills, alongside a background in business administration. The ideal candidate will have proficiency in SAP, Workday, and Power BI. This is an opportunity to contribute to seamless regional operations in a dynamic environment.

Qualifications

• 3+ years of administrative or executive assistant experience.
• Strong organizational, multitasking, and time management skills.
• Excellent verbal and written communication skills.

Responsibilities

• Manage calendars, travel arrangements, and correspondence.
• Oversee day-to-day office operations and facilities.
• Support financial processes including data entry and expense submissions.

Skills

Organizational skills

Multitasking

Time management

Verbal communication

Written communication

Problem-solving

Education

Diploma or degree in Business Administration

Tools

SAP

Workday

SailPoint

SharePoint

Power BI

MS Office Suite

Job description

Position Overview

The Administrative Assistant II plays a pivotal role in ensuring seamless regional operations through proactive administrative, communication, and coordination support. This individual will assist the Regional Operations Manager and leadership team with executive, operational, and office management tasks. The ideal candidate is detail-oriented, resourceful, and adept at managing multiple systems and priorities in a dynamic environment.

Key Responsibilities

• Executive & Operational Support
  • Manage calendars, travel arrangements, correspondence, expense reports, vacation tracking, and safety training schedules for leadership.
  • Coordinate internal and external meetings—prepare agendas, presentations, minutes, logistics, and follow-ups (e.g., Operational Reviews, Town Halls, Leadership Meetings).
  • Serve as a central liaison between the regional office and external contacts, maintaining effective communication channels.
• Office & Facilities Management
  • Oversee day-to-day office operations, including telephone reception, mail distribution, office supplies, and facility maintenance.
  • Liaise with building services and REWS for office repair and service requests.
  • Ensure a professional and organized office environment supporting all staff needs.
• Regional Team Coordination
  • Maintain regional distribution lists, phone directories, and SharePoint / Teams sites.
  • Support meeting logistics—arranging room setup, AV, catering, and documentation.
  • Develop and manage duty schedules and supervisor rotations.
  • Consolidate and circulate internal communications, reminders, and SAP-related updates.
• Budget & Expense Administration
  • Support financial processes including SAP data entry, SRO tracking, and expense submissions for supervisory personnel.
  • Process and track invoices in compliance with company policy.
• Technical & Systems Support
  • Handle SailPoint access requests and maintain system permissions.
  • Provide support with Power BI dashboards and reporting as required.
  • Troubleshoot office equipment and assist with server-related issues.
  • Manage service order requests and other clerical system processes.
• Learning & Onboarding
  • Serve as Workday Learning Administrator—update offerings, track completions, and pull reports.
  • Coordinate onboarding logistics and ensure smooth integration for new hires.
• Community Investment & Stakeholder Engagement
  • Support community programs including Project Zero and Project Assist submissions, reporting, and media coordination.
  • Provide quarterly spending updates and assist municipal advisors with community investment initiatives.
  • Coordinate internal and external stakeholder events.
• Additional Duties
  • Participate in committees, projects, and special initiatives as assigned.
  • Perform general administrative duties and provide cross-functional support as required.

Minimum Qualifications

• 3+ years of administrative, executive assistant, or similar experience.
• Diploma or degree in Business Administration or related discipline.
• Proficient in multiple internal systems (e.g., SAP, Workday, SailPoint, SharePoint, Power BI, MS Office Suite).
• Strong organizational, multitasking, and time management skills.
• Excellent verbal and written communication; ability to interact professionally across all levels.
• High attention to detail, accuracy, and confidentiality.
• Proactive problem-solving and decision-making capabilities.
• Ability to travel regionally (~once per month to North Bay, Thunder Bay, Sudbury).
• Valid driver's license and access to a personal vehicle.

Company Description

Founded in 1986, Business Control System, LP, is an award-winning IT and engineering staffing firm specializing in the utility, construction and manufacturing industries.

Our team is committed to providing a fulfilling and meaningful career to our associates. Our high-touch associate relations are at the core of our company’s culture, and we are passionate about our uncompromising integrity when delivering our services.