Administrative Assistant (1-Year Contract)

Position Overview

We are seeking an experienced and highly organized Administrative Assistant to provide day-to-day administrative and operational support to management and/or a team in a hybrid environment. This role will be responsible for coordinating a wide range of administrative activities, helping maintain team organization, and ensuring routine business operations run smoothly and efficiently.

Key Responsibilities

• Provide administrative support to management and/or a team in support of daily business operations.
• Cook up calendars, meetings, room reservations, and related scheduling needs.
• Support preparation, organization, and follow-up for meetings, including materials, logistics, and communication.
• Manage team correspondence and assist with routine communication needs.
• Perform general administrative and secretarial duties to support departmental effectiveness.
• Cook up travel requests and assist with travel-related logistics.
• Support timesheet entry, expense entry, and related administrative processing.
• Help ensure timely and accurate submission of administrative transactions and supporting documentation.
• Assist team members with travel, expense, and timekeeping questions or process guidance as needed.
• Provide administrative support related to budget tracking and budget assistance activities.
• Help organize and maintain records, documentation, and operational information needed by the team.
• Support staff changes and other team-related administrative updates.
• Aid in department requests, routing, and tracking of administrative items.
• Utilize a variety of systems and tools, including word processing, spreadsheets, ERP systems, and other business software.
• Maintain accurate records, files, logs, and team documentation.
• Support system-related administrative tasks and ensure information is entered and maintained accurately.
• Prepare reports, spreadsheets, summaries, or formatted documents as needed.
• Make decisions within the scope of the role and established authority levels.
• Independently plan, organize, and prioritize work for self while supporting team needs.
• Use sound judgment to manage competing priorities and keep administrative processes moving efficiently.
• Support activities that may have departmental impact through effective organization, follow-through, and communication.

Day-to-Day Responsibilities

• Manage calendars, meeting invites, and conference room bookings.
• Cook up travel arrangements and team administrative requests.
• Enter timesheets, expenses, and other routine administrative information into business systems.
• Draft, format, and distribute correspondence, spreadsheets, and supporting documents.
• Maintain team records, files, and administrative trackers.
• Support budget-related administrative tasks and reporting.
• Aid in onboarding/offboarding or staff change-related administrative updates.
• Respond to internal administrative needs and help keep team operations organized.

Required Qualifications

• A high school diploma required; post-secondary education preferred.
• 6+ years of administrative, executive support, office support, or related experience.
• Strong organizational skills and ability to manage multiple priorities independently.
• Experience providing administrative support to management or teams in a professional environment.
• Strong written and verbal communication skills.
• Ability to make decisions within the scope of the role and exercise sound judgment.
• Experience coordinating meetings, travel, expenses, correspondence, and general administrative workflows.
• Proficiency with word processing, spreadsheets, ERP systems, and other business software.
• Strong attention to detail, follow-through, and commitment to accuracy.

Preferred Qualifications

• Experience supporting teams in a corporate, utility, operations, or project-based environment.
• Familiarity with timekeeping, expense management, and budget support processes.
• Experience working in a hybrid environment and coordinating across onsite and remote teams.
• Strong Microsoft Office skills, especially Word, Excel, Outlook, and PowerPoint.
• Experience maintaining team documentation, records, and administrative systems.

Core Competencies

• Administrative Support
• Team Coordination
• Calendar & Meeting Management
• Travel Coordination
• Timesheet & Expense Processing
• Budget Assistance
• Systems & Documentation Support
• Organization & Prioritization
• Communication
• Attention to Detail

Ideal Candidate Profile

The ideal candidate is a dependable, proactive, and highly organized administrative professional who can work independently, manage competing priorities, and provide strong day-to-day support to a team or manager. They are comfortable handling routine administrative tasks with accuracy and professionalism, while also using judgment and initiative to keep departmental operations running smoothly.