AECOM Senior Administrative Assistant in Edmonton, Alberta

Business Line Oil + Gas

Position Title Senior Administrative Assistant

Canada - Alberta

Edmonton

Job Summary

AECOM is seeking a Senior Administrative Assistant to be based in our Edmonton, Alberta office.

This position, under general supervision and acting on own initiative, will perform diverse and advanced secretarial, clerical, and administrative duties for Executive-level management such as direct reports to the President. Possesses a thorough and extensive knowledge of office practices and procedures. May supervise clerical/secretarial employees.

Responsibilities may include:

  • Performs broad range of administrative details of highly confidential nature on regular basis, requiring initiative and judgment to make independent decisions for which probable errors may have moderate effects on costs.

  • Prepares variety of highly confidential, specialized, and recurrent reports.

  • Maintains Executive’s calendar, regularly arranging meetings, conferences, and appointments without clearance.

  • Arranges hotel and travel accommodations for frequent, extended trips.

  • Opens and reviews mail directed to Executive. Composes responses to routine inquiries and forwards appropriate items to subordinate managers.

  • Data entry into specific office computer administrative software programs, i.e. accounting, payroll, information databases, spreadsheets, etc.

  • Troubleshooting, maintenance and operating of online computer administrative systems.

  • Coding and processing expense, purchasing, and material client/vendor form documents.

  • Develops administrative processes and templates for departmental use.

  • Composes, amends and proof reads routine and project specific word processing general correspondence, form letters, or memos. Provides expertise with the preparation of presentations, meetings, conferences and/or symposiums.

  • Receives inquiries and provides information or re-directs as necessary.

  • Makes recommendations and implements improvements to work methods or systems.

  • Attend and transcribes highly confidential company matters in meetings.

  • Screens telephone calls and visitors, ascertaining who can be redirected to subordinate management.

  • Provides updates and reporting to the other administrators to ensure alignment.

  • Establishes and maintains departmental electronic filing system.

  • Sets up record management systems, specific databases or spreadsheets.

  • May be required to perform other duties as assigned not otherwise captured in this position description.

Minimum Requirements

Minimum Requirements:

  • Minimum of college diploma/certification required.

  • Demonstrates expert communication, computer software systems and organizational skills.

  • Minimum of 3-5 years experience required.

  • Proven proficiency within a senior administrative function.

  • Periodic visits to the project work site may be required.

Preferred Qualifications

Preferred Qualifications:

  • Advanced Computer Skills: MS Office – Word, Excel, Power Point, Visio and Outlook.

  • Ability to efficiently and effectively prioritize multiple high priority tasks efficiently and work within deadlines.

  • Strong interpersonal and oral/written communication skills.

  • Ability to handle confidential information.

What We Offer

AECOM is a place where you can put your innovative thinking and business skills into high gear and work alongside other highly intelligent and motivated people. It's a place where you can apply your skills to some of the world's most challenging, interesting, and meaningful projects worldwide. It's a place that values the diversity of our areas of practice and our people. It's what makes AECOM a great place to work and grow. AECOM is an Equal Opportunity Employer.

NOTICE TO THIRD PARTY AGENCIES:

Please note that AECOM does not accept unsolicited resumes from recruiters or employment agencies. In the absence of a signed Recruitment Fee Agreement, AECOM will not consider or agree to payment of any referral compensation or recruiter fee. In the event a recruiter or agency submits a resume or candidate without a previously signed agreement, AECOM explicitly reserves the right to pursue and hire those candidate(s) without any financial obligation to the recruiter or agency. Any unsolicited resumes, including those submitted to hiring managers, are deemed to be the property of AECOM.

Job Category Administrative Support / Secretarial

Country Canada

Position Status Full-Time

Requisition/Vacancy No. 165374BR