Administrative Assistant II
- Contract Length: 1 Year
- Location: Thunder Bay, ON P7B 6M4
Raise is currently hiring a contract team member on behalf of our client. They’re expanding their team to meet growing needs, making this a unique opportunity to work with an industry leader.
Job Overview
As an Administrative Assistant, you will play a crucial role in ensuring the smooth day-to-day operations of the region through proactive administration, communication, and coordination. This position requires a highly organized, tech-savvy professional who thrives in a fast-paced environment and is comfortable navigating multiple internal systems.
Key Responsibilities
- Manage calendar, travel, correspondence, expense reports, vacation schedules, and safety training tracking for the Operations Manager and Leadership Team.
- Coordinate internal and external meetings, including invites, agendas, presentations, minutes, logistics, and follow-ups.
- Maintain internal communication channels and act as a liaison with key external contacts.
- Manage telephone reception for both internal and external regional office needs.
- Serve as the primary contact for office operations, including mail, service contractors, office supply orders, and building maintenance.
- Ensure smooth day-to-day functionality of the office and act as a liaison with building services for repairs and service tickets.
- Maintain and update distribution lists, phone directories, and SharePoint/Team sites.
- Coordinate meeting logistics, including invites, agendas, presentations, minutes, room setup, AV support, and meals/refreshments.
- Create and manage Duty Manager and Supervisor rotations.
- Consolidate and distribute materials, reminders, and updates.
- Assist with SAP entries, centralized SRO tracking, and expense submissions for supervisory staff.
- Manage specific invoice processing.
- Process SailPoint and system access requests.
- Provide Power BI reporting as needed.
- Provide support for server issues and office equipment troubleshooting.
- Handle service request orders and general clerical support.
- Act as Workday Learning Administrator, including editing offerings, pulling reports, and updating ILT completions.
- Support onboarding processes and administrative learning functions.
- Provide quarterly spend updates and updates for regional leadership meetings.
- Coordinate Project Zero and Project Assist submissions and media announcements.
- Support municipal advisors regarding community investment.
- Support internal and external stakeholders with event coordination.
- Participate in internal committees, projects, and initiatives as required.
- Perform other administrative tasks as assigned.
Qualifications
- Minimum 3 years of experience in an administrative, executive assistant, or similar role.
- Post-secondary education in Business Administration or a related field.
- Proven ability to learn and navigate multiple internal systems quickly (e.g., SAP, Workday, SailPoint, SharePoint, Power BI, MS Office Suite, etc.).
- Strong organizational and time management skills with the ability to work and prioritize tasks independently.
- Excellent communication and interpersonal skills along with the ability to work collaboratively with cross-functional teams.
- High attention to detail and accuracy in documentation and reporting.
- Comfortable working onsite and supporting a regional team virtually across multiple locations.
- Critical thinker with effective decision-making skills.
- Discretion and professionalism when handling sensitive information.
- Ability to travel approximately once per month throughout Northern Ontario (North Bay, Thunder Bay, Sudbury, etc.).
Looking for meaningful work? We can help
Raise is an established hiring firm with over 65 years of experience. We believe strongly in making the world a better place through work, which is why we’re a certified B Corporation and donate 10% of our profits to charity.
We strive to build teams that reflect the diversity of the communities we work in. We encourage all qualified applicants to apply, including people from traditionally underrepresented groups such as women, visible minorities, Indigenous peoples, people identifying as LGBTQ2SI, veterans, and people with visible/nonvisible disabilities.
We have a dedicated webpage for accommodations where you can learn more about what we offer, and request accommodation: https://raise.jobs/accommodations/
In order to submit candidates for roles, our clients will sometimes require personal information to confirm the identity of applicants and their legal status to work. Raise will never ask you for personal or banking information unless you have been selected for a job. If you are ever unsure about the legitimacy of this or another job posting by Raise (or have any other questions), please contact us at +1 800-567-9675 or hello@raiserecruiting.com
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