Senior Administrative Assistant

Chicago Bridge & Iron Company; Canada; On-site; CAD 60,000 - 85,000; Full time

Job summary

CB&I in Canada is seeking a Senior Administrative Assistant to support the Operations team in a regional office. This individual contributor role reports to the Director of Operations and regularly collaborates with Canada Operations, Project Managers, and cross‑regional staff.

Key duties include managing complex calendars, organizing meetings and offsite events, preparing minutes and reports, handling records, and coordinating travel and expense reports.

Qualifications

• Post-secondary diploma or degree in business, technical, or liberal arts.
• 10+ years of relevant experience.
• Excellent writing, editing and proofreading skills.
• Advanced knowledge of Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Experience with calendar management, video conferencing tools, and database systems.

Responsibilities

• Perform a variety of administrative functions using computer programs to produce spreadsheets, presentations, and word documents.
• Manage complex calendars and schedules of multiple managers, coordinates and organizes meetings and conference calls, including planning of offsite meetings.
• Organizes department staff meetings; captures and assigns action items
• Compiles, transcribes, and distributes minutes of Management, Project Management and Client meetings
• Prepare, create, type, and proofread various documents including correspondence, forms, reports and presentations
• Organizes and manages technical file program and archives (electronic and paper files)
• Works with department managers and Finance to consolidate department reports (budgets, workload forecasts, personnel, etc.)
• Photocopies and scans documents as required.
• Assists employees and managers and regularly acts as a point-of-contact for site administrative requests.
• May interface with clients, contractors, and suppliers.
• Track, manage and report on the progress of assigned projects.
• Point person for Canada travel - coordinates and arranges travel for the Operations team and others across the organization, in liaison with travel agency, and prepares expense reports
• Organize events for customer visits
• Assists with organizing and coordinating social functions and special events throughout the year
• Records Management coordinator for Canadian archival records
• May handle complex and sensitive information on a regular basis.
• Provides front reception relief support as required

Skills

Adaptability

Communication

Editing

Microsoft Office

Time management

Education

Post-secondary diploma or degree in business, technical, or liberal arts field

Tools

Calendar management software

Video conferencing tools

Job description

Company Overview

CB&I delivers integrated storage and asset-management solutions that help customers operate safely, reliably, and efficiently across the lifecycle of their facilities. Through our two global business units - Storage Solutions, the world leader in tanks, terminals, and storage systems, and Asset Solutions, a leading provider of operations, management, wells and decommissioning services - we combine technical excellence with execution capability to extend asset life, optimize performance, and maximize value.

Overview

The Senior Administrative Assistant will be responsible for supporting the Operations team in a regional Operations office. This position is an Individual Contributor role. The role directly reports to the Director of Operations and routinely interacts with the Canada Operations and Management team, Project Managers, and administrative personnel in other regional and international offices.

Responsibilities

• Perform a variety of administrative functions using computer programs to produce spreadsheets, presentations, andword documents.
• Manage complex calendars and schedules of multiple managers, coordinates and organizes meetings and conference calls, including planning of offsite meetings - sales and safety meetings.
• Organizes department staff meetings; captures and assigns action items
• Compiles, transcribes, and distributes minutes of Management, Project Management and Client meetings
• Prepare, create, type, and proofread various documents including but not limited to correspondence, forms, reports and other technical presentations
• Organizes and manages technical file program and archives (electronic and paper files)
• Works with department managers and Finance to consolidate department reports (budgets, workload forecasts, personnel, etc.)
• Photocopies and scans documents as required.
• Assists employees and managers and regularly acts as a point-of-contact for site administrative requests.
• May interface with clients, contractors, and suppliers.
• Track, manage and report on the progress of assigned projects.
• Point person for Canada travel - coordinates and arranges travel for the Operations team and others across the organization, in liaison with travel agency, and prepares expense reports
• Organize events for customer visits
• Assists with organizing and coordinating social functions and special events throughout the year
• Records Management coordinator for Canadian archival records
• May handle complex and sensitive information on a regular basis.
• Provides front reception relief support as required

Qualifications

Post-secondary diploma or degree in business, technical, or liberal arts field

10+ years of relevant experience

Skills and Behaviors

• Adaptability and agility to learn and contribute in varying and complex environments
• Ability to anticipate business needs and mitigate risks accordingly
• Excellent writing, editing and proofreading skills.
• Strong analytical, processing, organization, and time management skills.
• Advanced knowledge of Microsoft Office (Word, Excel, PowerPoint, Outlook). Experience with calendar management, video conferencing tools, and database systems.
• Excellent communication skills and the ability to work with groups to monitor progress of projects, develop consensus and report progress.
• A consistently developing Business and Technical Acumen coupled with a drive to achieve results
• Ability to handle sensitive and confidential information with professionalism and trust is essential