Project Administrative Assistant

Project Administrative Assistant

AtkinsRéalis is one of Canada's largest private sector nuclear engineering groups. We have been providing a wide range of services to the nuclear industry in Canada and around the world since for more than 60 years. We are proud to be the steward of Canadian CANDU nuclear technology.

Under the general supervision of the Manager, Administrative & Executive Support, Administrative Support Supervisor and/or Project Director/Manager (as applicable), the Project Administrative Assistant is responsible for performing a variety of complex administrative tasks requiring a thorough knowledge of company and/or project policies and procedures. This position requires the ability to work independently and as part of a team, exercising judgment and initiative and may be required to provide support for several departments.

This role will be based in Pickering, ON.

Your role within the team:

Under minimal supervision and with confidentiality and diplomacy, accountable to perform and manage a variety of complex and demanding administrative support duties ensuring smooth and successful operation of the office. Including, as applicable:

Anticipate and effectively work with conflicting and changing priorities, ensuring that deadlines, priorities and objectives are met.
Monitor manager’s email* to provide information and obtain relevant material, without prompting and to act upon any foreseeable events/conflicts. High discretion and good judgement used to anticipate, prepare for and respond to unexpected events and changes in direction. *Email access provided based upon individual manager’s preference.
Using integrity, confidentiality, and diplomacy; liaise with all levels of management and staff – both internally and externally and customers/clients.
If applicable, discreetly handle confidential documents and information.
Manage complex and conflicting schedules – using cooperation, prioritization, foresight and decision - making skills.
Coordinate internal and external meetings and events. Provide and/or prepare required meeting material. Minute taking as required.
Coordinate material or enter/provide input into any applicable weekly/monthly/ annual reports. Maintain and update databases.
Coordinate travel arrangements; provide necessary documents (flight itineraries, car/hotel arrangements, meeting itineraries, background/biographies, etc.), obtain Visas.
Prepare and/or validate expense reports ensuring accuracy and compliance to corporate and/or project policies, procedures, and code of ethics.
Timesheet administrator. Run weekly timesheet audit reports.
Prepare daily packages – schedules, relative meeting material, etc.
Order office supplies.
Maintain project files in document control systems.
Undertake special assignments as required or as assigned by Management.