Administrative Assistant

The role of the Administrative Assistant is to provide support to the offices in the Canada Region for Ware Malcomb (Vaughan, Toronto, and Ottawa). Responsibilities include supporting the Region in day to day administrative activities. This includes scheduling meetings, events, presentations & client interviews. Assisting with client/visitor interface, preparation of proposals and overall office policy & protocols.

Your Role

• Assist in maintaining office appearance
• Assist in scheduling team events/outings for each office
• Maintain conference room calendar and assists with booking conference rooms and equipment for meetings as required
• Sort/distribute/prepare daily in/outgoing mail/FedEx
• Perform light clerical duties such as data entry (entering/scanning contacts), typing and filing
• Learn office software systems such as Deltek Vantagepoint, OpenAsset, etc.
• General office support to include ensuring that office supplies are well stocked for each office & general office organization and tidiness for the Vaughan office.
• Help with opening project numbers in Deltek Vantagepoint
• Assist with preparing proposals
• Assist with billing/invoicing
• Assist in running Project reports from Deltek Vantagepoint
• Help with intake, filing & distribution of project related material submittals in Newforma

Qualifications

• 3 years of administrative and/or marketing work experience, preferably in an architecture or engineering office
• Ability to work under pressure and maintain composure is essential
• Ability to multitask
• Ability to interface courteously and efficiently with staff/visitors
• Excellent verbal and written communication skills are essential
• Strong computer skills, including Microsoft Office programs and Internet skills, are essential
• Experience with Adobe Suite (InDesign, Photoshop, Adobe), video editing, databases, and CRM software programs a plus
• Experience with proposal/technical writing preferred