Administrative Assistant

Job summary

Provide administrative and project support to managers and teams, including calendar coordination, site access and staffing processes, scheduling, reporting, and documentation. Coordinate meetings, safety and training activities, contractor onboarding, and communications with staff, contractors, and management.

Job details

Are you ready to help us reimagine the way technology and energy shape our lives in the future? At Aker Solutions we are changemakers with nearly 200 years of experience, committed to helping the energy industry #PowerTheChange towards a net-zero future. We are driven by collaboration and curiosity, building tomorrow’s technological solutions today! Our Asset Integrity Management team in Fort McMurray, Alberta, is currently seeking an Administrative Assistant to support project activities. This position requires the successful candidate to be based locally in Fort McMurray. What will you be doing? Management Support Assist Manager with Calendar and Meeting support. Maintain the Organization Chart for your Manager(s). Approve IS / IT (MyRequests) requests as received and as appropriate on behalf of Manager(s). Review and Approve Quarterly Maximo Security Reports on behalf of Manager(s). Process CNSOP requests submitted by Contractors Onboard and De-Mobilization of Staff & Contractors, as required. Review and update Contingent Workers manpower lists for network extensions and contract renewals. Review and Approve Staff and Contractor Site Access and Visitor Access, Camera and Vehicle passes, as required. Maintain site schedule for Staff and Contractors. Utilizing the Site Schedule, calculate and provide Staff Uplift Matrices to HR. Provide manpower reporting and histograms for Horizon U2 Outage Events, upon request. Support CI and 4DX initiatives. Prepare routine documentation and any other administrative / project / correspondence as required. Meetings & Reports Facilitate Manager, Team or other meetings as requested, keep Meeting Minutes. Compile and provide Management Reporting, as required. Facilitate Monthly Safety Meetings for your team. Track, manage and report all WSOs, Safety Points Spend and Strive Allocations. Compile and provide Safety Training Compliance reporting, as required. Facilitate Monthly Supply Management meetings with SM Representative, maintain Meeting Minutes. Coordinate with VP and Management to facilitate TownHall Meetings and overall communication activities. Create, update, audit and communicate other (COVID, Health Checks, etc.) documentation and processes with/for VP and Management Training Coordinate all Training Requirements for Staff and Contractors. Assist Contractors with any on-site training requirements, site accessibility, accommodations, onboarding, etc. We Think You Should Have College Certificate or Associate Degree – 1 to 2 year program in business administration, office management, or accounting is common and strongly Previous experience in a similar role, ideally within a site-based event environment. Strong organization, prioritization and problem-solving skills with a high attention to detail. Ability to work within fast-paced, dynamic and changing priority environment. Ability to work as part of a team and independently. Ability to handle high stress levels and tight deadlines while still maintaining accuracy and attention to detail. Meet qualifications required for site access including Drug and Alcohol Screening which is provided. Highly skilled in the use of Microsoft Office Suite with in interest in various types of technology and software programs. Candidates local or Alberta based are preferred. What We Offer At Aker Solutions we are committed to creating an enjoyable, rewarding, and engaging career where you can thrive. Our aim is to build a long-term mutually beneficial relationship with you, in order to motivate and retain your talent. We offer a variety of global and local initiatives which support your well-being and development, so that you feel valued throughout your career – professionally and personally. Apply Now! If this sounds like your next career move, we would love to hear from you! For applicants selected to be interviewed, pre-employment, fitness for work assessment results, a health surveillance declaration, and background screening will be required. We thank all those who apply; however, only those candidates selected for interviews will be contacted. To protect your privacy, we kindly ask that you submit your application through our recruitment portal. Diversity and Inclusion At Aker Solutions, we foster an environment where everyone can thrive. Diversity fuels creativity and innovation, making it a key competitive advantage. We embrace all aspects of diversity, including disabilities, religion, sexual orientation, and more. We have experience with accommodating various needs and are always open to finding solutions that suit you. We encourage everyone to apply and are here to support you throughout the recruitment process. This is Aker Solutions Aker Solutions delivers integrated solutions, products and services to the global energy industry. We enable low-carbon oil and gas production and develop renewable solutions to meet future energy needs. By combining innovative digital solutions and predictable project execution we accelerate the transition to sustainable energy production. Aker Solutions employs approximately 11,000 people in more than 15 countries.

What you’ll do

Provide administrative and project support to managers and teams, including calendar coordination, site access and staffing processes, scheduling, reporting, and documentation. Coordinate meetings, safety and training activities, contractor onboarding, and communications with staff, contractors, and management.

Requirements

A college certificate or associate degree in business administration, office management, or accounting is strongly preferred, along with previous experience in a similar role. Candidates should be highly organized, detail-oriented, proficient with Microsoft Office, able to manage changing priorities and deadlines, and eligible for site access screening.

Benefits

• Well-Being and Development Initiatives

Listed skills

• Management Reporting · Preferred
• Microsoft Office · Preferred
• Problem solving · Preferred
• Attention to detail · Preferred
• Communication · Preferred
• Time management · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Calendar and Meeting Coordination
• Organization Chart Maintenance
• Request and Access Approval
• Contractor Onboarding and Demobilization
• Site Scheduling
• Manpower Reporting
• Meeting Minutes
• Management Reporting
• Safety Compliance Reporting
• Training Coordination
• Microsoft Office
• Organization and Prioritization
• Problem-Solving
• Attention to Detail
• Communication
• Time Management

Job areas

• Administrative
• Energy
• Management & Leadership
• Security & Safety
• Human Resources

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