Updated: September 11, 2015

Location: Sudbury, ON, Canada

Category: Business & Management - Project Management
 

This position is responsible for supporting the Project Manager and Deputy Project Manager by managing a wide range of support functions. This role will interact with the local and international leadership teams, employees, government regulators, consultants, the public and other stakeholders in a fast paced project environment. Provides assistance to the project leadership and team in a flexible, proactive and resourceful manner with a high level of professionalism and confidentiality is crucial to this role. 

 

Requirements 

 

• Completion of a baccalaureate degree in business administration, plus two (2) to three (3) years previous recent, related experience in a similar role. An equivalent combination of education and experience may be considered;

• Excellent verbal and written communication skills;

• The ability to speak and understand Polish is an asset;

• Ability to organize and prioritize work; meet strict timelines;

• Intermediate level knowledge of Microsoft Office Suite;

• Strong attention to detail and accuracy required;

• Strong analytical skills;

• Excellent interpersonal skills;

• Ability to work in a dynamic, fast paced environment;

• Ability to demonstrate initiative;

• Excellent customer service skills;

• Ability to work as part of a team or independently;

• Ability to maintain a high level of professionalism and confidentiality;

• High level of sound judgment, reasoning and discretion.

 

 

Responsibilities 

 

• Provides administrative support including coordinating logistics, schedules, travel arrangements and expense reports;

• Coordinates the logistical aspects of project team activities, including meetings, conferences, seminars, workshops, special projects and events;

• Organizes and prepares all correspondence for meetings, including agendas, minutes of meeting, and other documentation. Takes minutes of meetings; distributes and follows up accordingly;

• Manages the flow of information into and out of the Project Manager and Deputy Project Manager’s office;

• Prepares and distributes weekly and monthly reports and presentations as required;

• Administers vacation records, staff calendars and meeting room bookings;

• Takes a proactive and strategic approach in planning and coordinating all day to day activities; anticipates requests and requirements to ensure the most effective use of the Project Manager and Deputy Project Manager’s time;

• Executes a variety of routine and complex administrative duties in support of the day to day operations;

• Answers calls, emails and drafts correspondence on behalf of the leadership;

• Ensures materials for meetings are received on a timely basis and are relevant, complete and accurate. Proactively monitors assigned schedules to identify conflicts and resolves issues or priority conflicts. Assists in triaging items and as appropriate, responds proactively on their behalf;

• Ensures electronic and hard filing system is created and managed, orders supplies, ensures recycling, shredding and office equipment is functioning and supports the office as required;

• Oversees the building contract and liaises with the landlord to resolve any building maintenance issues;

• Tracks the budget, AFE’s, purchase requisitions as required;

• Supports and participates in special projects and research as required;

• Performs other duties as assigned.