Administrative Assistant, Water

R.V. Anderson Associates Limited; Toronto; On-site; CAD 55,000 - 65,000; Full time

Benefits offered by this job

Bonuses

Health benefits

Flexible vacation

Pension plan

Travel assistance

Job summary

RVA is seeking an enthusiastic Administrative Assistant to support a large project team of engineers and design professionals and assist the administrative team with daily duties.

You will manage calendars, prepare monthly meeting packages, coordinate BD plans, organize client events, travel, and maintain project documentation and QA processes across the directory system.

Qualifications

• Minimum College Diploma in Office Administration or a related field.
• Excellent English communication skills, both written and verbal.
• Ability to manage multiple priorities in a fast-paced environment.
• In office 5 days per week for RVA core hours – 8am to 5pm.
• Switchboard morning shift availability required.

Responsibilities

• Provide support to the Water group and senior management, including preparation of monthly meeting packages, reports and meeting notes.
• Assist with Business and Professional Development (BD) support including preparation of annual BD plans.
• Coordinate planning activities/logistics, manage budgets, and oversee conference and professional registration processes.
• Organize client events, making travel arrangements.
• Track deadlines, follow up with staff, and complete updates for project management updates in the RVA proposal and project directory system, mandatory training, events, QAP audits, corporate initiatives, annual mailer updates, etc.
• Organize team events and social activities (e.g., dinners, celebrations, lunches).
• Coordination of Lunch and Learns with external vendors.
• Assist with email and calendar management inboxes for senior staff, flagging project-related emails with tasks and deadlines.
• Prepare and format correspondence and documentation, including emails, reports, specifications, tenders, forms, meeting minutes, presentations and project deliverables, including AODA compliance formatting.
• Assist with proposal preparation, resume updates, and quality assurance procedures.
• Organize and maintain administrative files and materials, support filing of project correspondence and maintaining organized records.
• Schedule and track team Safety Talks and file attendance records.
• Answer and respond to phone calls professionally and assist with follow-ups.
• Provide switchboard/reception relief and support to other groups as needed
• Perform other administrative tasks as required

Skills

MS Office proficiency

MS Project

Newforma

English communications

Education

College diploma in Office Administration

Tools

MS Office Suite

Job description

Your difference is the difference Do you love to develop and share great ideas? Do you believe your insights can drive people forward? Do you appreciate working with others and building on mutual successes? Perfect. We do, too.

As an employee-owned company, we foster a culture where our people can thrive - and by thrive, we mean a place where you can share your ingenuity, express your difference, and grow in your very own way. Whatever your area, no matter your grade, your unique skills and perspective will help drive change from operations to the C-suite, across a wide range of projects and channels. Are you ready to build a future that’s uniquely yours? Join our award-winning team and make a difference that defines you.

We are seeking an enthusiastic Administrative Assistant with a friendly and pleasant personality to provide ongoing administrative support to a large project team of engineers and design professionals, as well as assist the administrative team with their daily duties.

Duties

• Provide support to the Water group and senior management, including preparation of monthly meeting packages, reports and meeting notes.
• Assist with Business and Professional Development (BD) support including preparation of annual BD plans.
• Coordinate planning activities/logistics, manage budgets, and oversee conference and professional registration processes.
• Organizing client events, making travel arrangements.
• Track deadlines, follow up with staff, and complete updates for project management updates in the RVA proposal and project directory system, mandatory training, events, QAP audits, corporate initiatives, annual mailer updates, etc.
• Organize team events and social activities (e.g., dinners, celebrations, lunches).
• Coordination of Lunch and Learns with external vendors.
• Assist with email and calendar management inboxes for senior staff, flagging project-related emails with tasks and deadlines.
• Prepare and format correspondence and documentation, including emails, reports, specifications, tenders, forms, meeting minutes, presentations and project deliverables, including AODA compliance formatting.
• Assist with proposal preparation, resume updates, and quality assurance procedures.
• Organize and maintain administrative files and materials, support filing of project correspondence and maintaining organized records.
• Schedule and track team Safety Talks and file attendance records.
• Answer and respond to phone calls professionally and assist with follow-ups.
• Provide switchboard/reception relief and support to other groups as needed
• Perform other administrative tasks as required

Qualifications

• Minimum College Diploma in Office Administration or a related field.
• Preferred 5 years of experience in a similar administrative role.
• Preferred experience in a professional services environment; engineering, construction, or architectural firm experience preferred.
• Advanced proficiency in MS Office Suite (Excel, Word, PowerPoint, Outlook, Teams); experience with Word Styles required.
• Familiarity with MS Project and Newforma is an asset.
• Excellent English communication skills, both written and verbal, with strong proofreading and editing abilities.
• Ability to manage multiple priorities in a fast-paced, deadline-driven environment.
• In office 5 days per week for RVA core hours - 8am to 5pm.
• Switchboard morning shift availability required.
• Professional, dependable, personable, and flexible.
• Strong organizational and time-management skills with attention to detail.
• Ability to handle confidential information with discretion.

Your better starts here

We don’t settle for less, and neither should you. As it happens, offering great benefits to our people is entirely possible: the numbers work out. Happy teams mean happy clients. It’s just that simple. From recruitment to flexibility, learning to leadership, wellness to inclusion, we give our people the tools they need to outperform in their careers and build lasting connections with our clients, our culture, and each other.

• Competitive compensation packages and performance-based bonuses
• Health, paramedical, vision, and dental coverage
• A flexible vacation policy that lets you determine your time off based on your other responsibilities and needs
• Top-up plans for new and expecting parents
• Firm-paid holidays, summer and winter breaks, and other leaves of absence that cover everything from extra family time, jury duty, or even completing a degree
• RVA Group Pension Plan
• Global Travel Assist Program that provides emergency out-of-country medical protection for you and your eligible family members on personal and business trips
• Access to a variety of free services (e.g., employee and family assistance programs, nutrition advice, caregiver support) and employee discounts (e.g., sports and entertainment tickets, major brands, insurance plans)

Compensation Range

The salary range for this position is: $55,000-$65,000. Compensation for this role will be determined based on a variety of factors, including relevant education, qualifications, certifications, experience, skills, seniority, geographic location, performance, and business needs.

Diversity, Inclusion, And Accommodations

At RVA, we are committed to fostering a workforce that reflects the diversity of the communities in which we operate. RVA is an Equal Opportunity Employer that considers applicants without regard to age, race, colour, national origin, citizenship, sex, sexual orientation, religion, creed, marital status, disability, or any other protected status. If you require any special accommodations, please advise Human Resources. Any information received relating to accommodations will be treated as confidential. At RVA, we use AI in our applicant tracking system to improve the efficiency and fairness of recruitment. Your application may be reviewed by both AI and our hiring team for a thorough evaluation.