{"id":3834879,"url":"https://alion.io/job/ware-malcomb-administrative-assistant-2","title":"Administrative Assistant","company":{"id":4798,"name":"Ware Malcomb","domain":"waremalcomb.com","url":"https://alion.io/company/ware-malcomb","size_band":"1001-5000","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Lever","truth_index":{"grade":"C","score":62,"open_postings":71,"ghost_share":0.549,"stale_share":0,"repost_share":0,"time_to_fill_p50_days":132,"computed_at":"2026-11-06T05:58:05Z"}},"role":"Administrative","role_family":"Administrative","seniority":null,"employment_type":"full_time","work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Vaughan, Canada"],"countries":["CA"],"hiring_countries":[],"hiring_countries_total":0,"salary":{"min":22,"max":25,"currency":"CAD","period":"hour","gross":null,"usd_annual":36000},"salary_estimate":null,"experience_years_min":null,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Adobe Photoshop","optional":false},{"name":"Microsoft Office","optional":false}],"status":"live","first_seen_at":"2022-07-28T20:07:06Z","employer_posted_date":"2022-07-28","last_verified_at":"2026-11-06T05:58:14Z","board_verified":true,"closed_at":null,"days_open":1561,"trust":{"level":"ghost","repost_count":0,"flags":["stale","company_stale"],"days_open":1561},"description":"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.\nYour Role\nAssist in maintaining office appearance \nAssist in scheduling team events/outings for each office\nMaintain conference room calendar and assists with booking conference rooms and equipment for meetings as required \nSort/distribute/prepare daily in/outgoing mail/FedEx \nPerform light clerical duties such as data entry (entering/scanning contacts), typing and filing \nLearn office software systems such as Deltek Vantagepoint, OpenAsset, etc. \nGeneral office support to include ensuring that office supplies are well stocked for each office & general office organization and tidiness for the Vaughan office.\nHelp with opening project numbers in Deltek Vantagepoint\nAssist with preparing proposals\nAssist with billing/invoicing\nAssist in running Project reports from Deltek Vantagepoint\nHelp with intake, filing & distribution of project related material submittals in Newforma\nQualifications\n3 years of administrative and/or marketing work experience, preferably in an architecture or engineering office \nAbility to work under pressure and maintain composure is essential \nAbility to multitask \nAbility to interface courteously and efficiently with staff/visitors \nExcellent verbal and written communication skills are essential \nStrong computer skills, including Microsoft Office programs and Internet skills, are essential \nExperience with Adobe Suite (InDesign, Photoshop, Adobe), video editing, databases, and CRM software programs a plus \nExperience with proposal/technical writing 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