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Position Description

Administrative assistant
Business Line Environment
ID # 13532
Job Type Permanent - Full Time
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WSP is one of the world's leading professional services firms. Our purpose is to future proof our cities and environments.

We have over 48,000 team members across the globe.  In Canada, our 8,000+ people are involved in everything from environmental remediation to urban planning, from engineering iconic buildings to designing sustainable transportation networks, from finding new ways to extract essential resources to developing renewable power sources for the future.

The excellence we bring to our work and to our workplace has been recognized far and wide. We’re among the LinkedIn Top 25 Companies two years in a row, one of the Top 100 Sustainable Companies in the World (and among the Top 10 in Canada), and we earned Platinum Elite Recognition through our participation in more than half of Canada's Top 100 Infrastructure Projects.

At WSP :

  • We value our people and our reputation
  • We are locally dedicated with international scale
  • We are future focused and challenge the status quo
  • We foster collaboration in everything we do
  • We have an empowering culture and hold ourselves accountable

 


 

GATINEAU OR OTTAWA

WSP is currently seeking an Administrative Assistant to join our Environment group, located at our Ottawa and Gatineau offices. Reporting to the Team Leader(s) in Environment, this position will be responsible for providing administrative support to the project management team. You will be an integral part of a vibrant environment department. Our teams work on exciting projects both locally and nationally – your contribution will be vital to the continued success of the department.

The Administrative Assistants duties include producing reports, reviewing documents, resolving issues, planning team functions, word processing, document preparation, data entry, photocopying, distribution, filing, and preparation of courier packages of projects and proposals, as directed by the Project Managers and Team Leaders. This position is required to interact closely with Project Managers and project staff to ensure the timely completion of projects and administrative tasks.

RESPONSIBILITIES

  • Assist in the project start-up process, including the opening of project files and the preparation of project start-up documentation;
  • Perform the project coordination work requested by team members;
  • Monitor the linguistic and stylistic quality of the documents produced and their layout in accordance with corporate presentation standards, ensure the drafting and/or revision of the department's current correspondence (letters, proposals, specifications, reports, estimates, recommendations for payment to the contractor, bid analyses, meeting minutes, updating resumes and project sheets), ensure the classification of all documents (manual and electronic) and apply the relevant procedures for quality and archiving;
  • Make photocopies, assemble, fold and bind the various documents for delivery;
  • Plan and coordinate rapid courier and postal shipments (parcel delivery, letter delivery, etc.);
  • Assist the team in the execution of its administrative tasks;
  • Assist in the creation of the Opportunities in the Vision database;
  • Assist in the administration of SharePoint sites for projects, proposals, and business sites;
  • Assist in the preparation of Project Data Sheets and proposals;
  • Translate various documents from English to French or vice versa;
  • Support business line marketing initiatives, including event coordination, sponsorships, advertising, budget tracking. and membership renewal, as required.

QUALIFICATIONS

  • College certificate or diploma, or vocational studies or diploma, in either secretarial studies, office administration, administration, or combination of relevant experience and training;
  • Minimum of 3 years of experience in a similar role;
  • Experience in the field of consulting engineering is a considerable asset;
  • Bilingualism required: excellent proficiency of written and spoken French and English;
  • Very good knowledge of MS Office suite software (Word, Excel, PowerPoint) and Adobe Acrobat software;
  • Experience working with SharePoint would be considered an asset;
  • Sense of organization and initiative, rigour and attention to detail;
  • Ability to meet deadlines and manage priorities;
  • Ability to work in a team and skilled in interpersonal relationships;
  • Ability to work in an environment with multiple requests.

 

Offers of employment for safety-sensitive positions involving fieldwork are contingent upon candidates being able to perform key physical tasks of the job as described in the job posting and interview. This may include the ability to work in a variety of environmental conditions, such as remote or isolated areas, working alone, and in inclement weather (within safe and reasonable limits).

WSP welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.

WSP is committed to the principles of employment equity. Only the candidates selected will be contacted.

WSP does not accept unsolicited resumes from agencies. For more information please READ THE FULL POLICY.

WSP Canada Inc.

 

Gatineau, QC

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