As a market leader with exciting growth opportunities, we are seeking a highly experienced Administrative Assistant to join our dynamic, high-performance team.

Position Summary

The Administrative Assistant will provide comprehensive administrative and secretarial support to multiple members of the Senior Management team, contributing to the smooth and efficient operations of the Company. This role requires sound judgment, strong organizational skills, and the ability to deliver high-quality work within established timelines.

The successful candidate will also support the Health, Safety, and Environmental (HSE) Department in maintaining the Company’s HS&E Management System. Flexibility is key, as the role may include additional responsibilities as part of the broader Administrative team. 

Key Responsibilities

• Draft and prepare letters, memos, minutes, and general correspondence.
• Schedule and coordinate meetings as required.
• Prepare quotations, proposals, pre-qualifications, vendor registrations, and tenders.
• Review legal contracts and related documentation.
• Maintain and update multiple databases.
• Complete various forms and documentation as needed.
• Extract, analyze, and present data in reports (Word/PowerPoint) by set deadlines.
• Manage filing systems and ensure proper document storage.
• Uphold the Company’s HS&E policies and procedures.
• Liaise with external vendors and service providers.
• Ensure timely payment of designated invoices.
• Manage contract lifecycles and prompt for renewals.
• Provide support to the Corporate Secretary and Board of Directors.
• Perform other related duties as assigned.

Key Qualifications

• Minimum of five (5) years’ experience in a similar administrative role.
• Diploma or Associate Degree in Business Administration, Management, or a related field.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong written and verbal communication skills.
• Excellent organizational and time management abilities.
• High level of discretion and confidentiality.
• Ability to work independently and collaboratively in a fast-paced environment.
• Experience supporting senior management and handling sensitive documentation.
• Familiarity with HS&E systems and procedures is an asset.