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Project Administrative Assistant

Guelph, ON
Job Order: GD-735

Job Description:

  • Work collaboratively with the project manager and team to maximize productivity
  • Organize and gather project related data and documentation
  • Adhere to data collection and management procedures to prepare, collect, record and input data.
  • Organize and monitor schedules and see that deadlines are met
  • Help discern requirements and assign tasks to team members
  • Complete any necessary administrative tasks
  • Coordinate with external vendors and coordinate bids and schedule appointments.
  • Oversee vendor performance to ensure timelines and quality.
  • Develop reports and correspondence independently.
  • Research new equipment purchases and recommend to supervisor’s consideration.
  • Coordinate travel needs, schedules and meetings and develop documents and monitor production activities.
  • Manage project file systems and participate in project related calls.
  • Monitor and follow up with project tasks
  • Ensure the project management tools are used and updated among project team
  • Ensure proper state of change requests and document them.
  • Interact with a variety of team members
  • Handle new projects set up and take off and support preparation of close out documents.
  • Coordinate with project teams on tasks as per objectives.
  • Ensure documentation is completely and accurately maintained and provided to key stakeholders as required
  • Preparing and delivering various presentations, as required
  • Duties to support Senior Project Management activities
  • Other duties as assigned


Job Requirements:

  • 2+ years of related Administrative experience
  • Excellent written and oral communication skills; ability to communicate appropriately with a variety of team members
  • Excellent organizational skills; ability to work under pressure, prioritize, manage time efficiently
  • High Proficiency in Microsoft Office (Word/Excel/PowerPoint/Outlook), project management software and other related applications
  • Strong ability to collect, organize, analyze and disseminate data with attention to detail and accuracy.
  • Ability to multitask in a fast-paced environment
  • Analytical and problem-solving skills
  • Ability to make informed decisions.
  • The ability to work together in a team.
  • Organisation, time management, prioritising and the ability to handle a complex, varied workload
  • Excellent written & oral communication skills; ability to communicate appropriately with a variety of stakeholders (peers, management, suppliers, customers, etc.).
  • Ability to communicate detailed or technical information clearly, accurately and concisely.
  • Ability to work weekends, overtime and on-call as needed.
DATE POSTED 2019-12-17

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