Administrative Assistant - Guelph

We have an exciting new opportunity for the position of Administrative Assistant based in our Guelph office. This is an in-office position that will require 30 to 37.50 hours per week. The successful candidate will be responsible for coordinating and/or assisting with the daily administrative functions of the office in an organized, efficient and friendly manner. Work involves performing administrative duties for Senior Managers, Group Leaders and Project Managers.  The ideal candidate is detail-oriented, thrives in a fast-paced environment, and enjoys being a central point of coordination within a collaborative team. Key Responsibilities Perform reception duties, greeting visitors, opening and circulating incoming mail and packages, coordinating deliveries and couriers, etc. Schedule meetings and appointments for staff and provide related administrative support Prepare meeting agendas, minutes and schedule action item reminders Complete word processing, scanning, photocopying and compiling PDFs and reports Prepare spreadsheets, tender summaries, project financial summaries, contract change orders and other contract documents Understand and ensure office deliverables (eg. reports, letters, proposals, etc.) reflect Tatham standards Assist with and/or coordinate office lunches and events Maintain the inventory of office supplies and materials (eg. stationary, kitchen, washrooms, etc.) Coordinate office repairs and maintenance with landlord and/or service providers (eg. cleaners, copier service, etc.) Manage office key fobs and alarm system codes Other responsibilities include: Assist Head of Client Relations and Growth with establishing and maintaining business development and growth related initiatives and systems Assist Proposal Specialist with development and submission of engineering proposals Provide administrative support to other offices (from Guelph) as needed, including vacation coverage for administrative assistants and assistance during periods of excess workload Support additional initiatives and tasks as needed, contributing to the ongoing growth and success of the Guelph office Key Requirements Diploma in business, office administration or related field is an asset Minimum of 2 years of relevant administrative experience in a professional office setting (experience in an engineering, architecture or construction-related office would be an asset) Advanced knowledge of Microsoft Office (Word, Excel, Powerpoint) Knowledge of graphic design programs and applications would be an asset Excellent communication and interpersonal skills Excellent organizational, time management, multitasking and prioritizing skills Enthusiasm for working in a collaborative team environment, with a proactive willingness to support colleagues and contribute to a positive and high-performing office culture Demonstrates sound judgement and initiative in selecting appropriate work methods and procedures