Project Site Administrative Assistant

Responsibilities

• Supports day-to-day operations by performing administrative tasks for manager, department, or team.
• Tracks workforce rosters, site access, training certifications, and compliance records.
• Supports timesheet collection, payroll processing, and labor reporting activities.
• Develops and maintains customer-focused relationships with all stakeholders.
• Answers telephone calls and takes messages for manager, department, or team members.
• Ensures appropriate project document control and compliance through filing, composing, and editing documents and reports.
• Manages email and calendars on behalf of others.
• Aids in planning meetings and events, including arranging for catering, booking locations, and distributing information.
• Arranges travel, hotel, and car reservations and prepares travel itineraries.
• Orders office supplies for department as requested.
• Safeguards mail distribution and courier requests.
• Greets visitors and answers their questions, directs them to meeting rooms, and connects them with employees.

Qualifications

• High school diploma.
• Associates or bachelor’s degree, diploma or certificate in office administration program considered an asset.
• 3 years of experience as an administrative assistant.
• Excellent verbal, written and interpersonal communication skills.
• Ability to prioritize tasks and adapt to change.
• Ability to act with discretion when handling confidential information.
• Ability to effectively handle difficult situations and remain calm under pressure.
• Ability to develop and maintain effective stakeholder relationships.
• Intermediate skills in Word, Outlook, PowerPoint, Excel, Adobe, and OneNote.