Administrative Assistant

Job summary

The Administrative Assistant will support a team of architects and engineers by managing calendars, coordinating meetings, and preparing project documentation. They will also assist with office administration, maintain electronic filing systems, and support project collaboration tools.

Job details

Are you someone who enjoys working as part of a supportive team, values accuracy and organization, and can manage multiple priorities in a professional environment? Our Buildings team is seeking an Administrative Assistant to join our Ottawa office. This role is well suited to an administrative professional who is comfortable supporting a variety of people and projects, enjoys collaborating with others, and brings a practical, solutions‑oriented mindset to day‑to‑day work. You will be part of an experienced administrative team that works together to support engineers, technical staff, and leadership. What Success Looks Like in This Role Success in this position is built on collaboration, communication, and sound judgment. You will be expected to: * Manage your own work effectively while contributing positively to a team environment * Balance multiple requests and deadlines by setting priorities and managing expectations * Communicate clearly and professionally with internal teams, clients, and vendors * Maintain accuracy, confidentiality, and attention to detail in all administrative tasks * Be adaptable and willing to learn new systems and processes as needs evolve A friendly, approachable attitude and a genuine interest in helping others will set you up for success. QUALIFICATIONS Your Key Responsibilities As part of an administrative team supporting a business centre of architects, engineers, technicians, and technologists, your responsibilities will vary day‑to‑day and may include: * Managing calendars and coordinating meetings, travel, and events * Preparing, editing, proofreading, and formatting documents such as proposals, reports, specifications, meeting minutes, and client correspondence * Assisting with project setup activities, contract documentation, and tracking required project records * Supporting the setup and administration of project collaboration tools (e.g., Teams, SharePoint), as requested * Maintaining electronic filing systems, document and equipment logs, and basic databases * Supporting special projects and leadership initiatives as assigned * Assisting with office coordination, including meeting rooms, supplies, and occasional social or team events This role supports a wide range of administrative functions through collaboration with an established administrative team, primarily supporting business centres across Ontario, with the flexibility to assist teams in other locations as required. Education and Experience * 3yrs of administrative support experience required

What you’ll do

The Administrative Assistant will support a team of architects and engineers by managing calendars, coordinating meetings, and preparing project documentation. They will also assist with office administration, maintain electronic filing systems, and support project collaboration tools.

Requirements

Candidates must have at least 3 years of administrative support experience. The role requires strong organizational skills, attention to detail, and the ability to communicate effectively in a professional team environment.

Listed skills

• Administrative Support · Preferred
• document preparation · Preferred
• Data entry · Preferred
• Communication · Preferred
• Attention to detail · Preferred
• Organization · Preferred
• Collaboration · Preferred
• Time management · Preferred
• Microsoft Teams · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Administrative support
• Calendar management
• Meeting coordination
• Document preparation
• Proofreading
• Formatting
• Project setup
• Contract documentation
• Data entry
• Electronic filing
• Communication
• Attention to detail
• Organization
• Collaboration
• Time management
• Microsoft Teams
• Equipment Logs
• Administrative Support
• Expectation Management
• Willingness To Learn
• Administrative Functions
• Editing
• Confidentiality
• Document Formatting
• Leadership
• Taking Meeting Minutes
• Project Collaboration
• Microsoft SharePoint
• Coordinating
• Filing
• Detail Oriented

Job areas

• Administrative
• Engineering
• Construction
• Administrative Assistant
• Office / Administrative Assistant (General)
• Administrative and Executive Secretaries
• Secretaries and Administrative Assistants, Except Legal, Medical, and Executive

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