Heddle Marine Service Inc Hiring for Administrative Assistant Job at Hamilton Full Time

Position Summary:

We are looking for a responsible Administrative Assistant to perform a variety of administrative and clerical tasks to support the Director of Project Management and Engineering. The ideal candidate should have excellent oral and written communication skills, be highly organized, and proactively search for opportunities to improve to flow of information between the Director and all stakeholders.

Responsibilities:

• Completes a broad variety of administrative tasks for the Director of Project Management and Engineering including managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential
• Generate reports, transcribe minutes from meetings, and assist in the creating of presentations
• Process incoming and outgoing mail, sorting and distributing as necessary, noting priorities, searching files, records, and arranging for couriers as necessary
• Develop and maintain a filing system
• Develop itineraries and agendas including scheduling flights, arranging other forms of transportation and booking accommodations
• Provide general support to PM and Engineering clients
• Act as the point of contact for internal and external clients for the Director
• Liaise with executive and senior administrative assistants to handle requests and queries from senior managers
• Other duties as required

Qualifications & Experience:

• Post Secondary Education
• 2+ years in an administrative role
• Knowledge of office management systems and procedures
• Working knowledge of office equipment
• Excellent computer skills, particularly in MS Office (Word, Excel, PowerPoint, etc.)
• Excellent time management skills and the ability to prioritize work
• Attention to detail and problem-solving skills
• Proactive mindset with the ability to anticipate and respond to the upcoming needs/requirements of the Director of Project Management and Engineering
• Excellent written and verbal communication skills
• Strong organizational skills with the ability to multi-task