Administrative Assistant

Are you ambitious and looking to make the right move in your career?  Now is the perfect time to join Egis.  Egis is experiencing substantial growth in North America, now made up of over 1,000 engineers, architects and planners across Canada and the USA. This strategic move underscores our commitment to investing in North America, propelling our expansion to new heights.  

Our values showcase everything we believe in:

A Responsible Company - We care about people, and we care about our impact; acting responsibly wherever we work and whatever we do.  

A People-First Company - This is an environment of mutual respect where every team member matters, no matter who they are. 

A Creative Company - Creativity is in our DNA. This is the fuel that helps us tackle the major challenges of our time.  

The more important question you likely have is: Are we the right company for you?  

Joining Egis is an opportunity to make a valuable, positive impact on the world, while growing and developing as a person. Our culture is very collaborative, and we care about people and our impact.  We take great pride in being responsible for our clients, for each other and for our planet and its people. You’ll work and innovate in an environment where high standards and personal consideration go hand-in-hand. 

Learn more about the exciting opportunity below where you’ll be part of projects renowned for technical excellence, ambition and sustainability!

The Role: 

We are seeking a highly organized and proactive Administrative Assistant to support our Transportation division. This role is crucial for ensuring the smooth operation of division activities, managing complex schedules, and providing comprehensive administrative support. The position requires the assistant to be in the office 5 days a week. 

• Completing various tasks to assist Division Managers and Office Coordinator. 
• Assisting with invoicing on a monthly basis. 
• Assisting with proposals, including coordination and preparation. 
• Supporting Division Managers with financial metrics. 
• Preparing Project Schedules for proposals using software such as Microsoft Project. 
• Working with spreadsheets related to proposals and financials. 
• Regularly updating corporate resumes. 
• Providing miscellaneous word processing support for general correspondence and other materials. 
• Daily sorting/filing of incoming project paperwork. 
• Creating project files. 
• Performing project and accounting related filing. 
• Ensuring staff are following filing guidelines. 
• Preparing packages for the courier. 
• Assisting with office safety inspections and requirements. 
• Providing onboarding assistance to new employees. 

• Post-secondary education in office administration. 
• Excellent verbal and written communication skills in English. 
• Minimum 1 year related work experience. 
• Previous work experience within a fast-paced environment undergoing change would be an asset. 
• Excellent organizational and time management skills to respond to changing priorities and handling multiple tasks to support a large number of technical staff and managers. 
• Strong customer service orientation. 
• Ability to carry out detail-oriented tasks accurately and independently. 
• Highly proficient on computer software applications including Microsoft Word, Outlook, PowerPoint and Excel. 
• Willingness to work in a team environment, assisting team members and contributing to the overall objectives of the team. 

Egis Canada is an equal opportunities employer offering a competitive salary and benefits to those with the skills suited to the needs of our clients.

We welcome and encourage applications from people with disabilities. Accommodations are available upon request for candidates taking part in all aspects of the selection process.

This role is eligible for a referral bonus in line with the Referral Program.  If you have been referred, please provide the name of the employee who has referred you at the time of your application.

At Egis, we embrace innovation to tackle challenges and utilize AI in our recruitment process under stringent ethics and compliance policies and in alignment with our values of being a Responsible Company, a People First Company and a Creative Company. Committed to diversity, growth and collaboration, we may leverage AI to support the recruitment process.