Administrative Assistant

SUMMARY The Administrative Assistant has strong attention to detail and exceptional organizational skills which results in high quality of work and the ability to support multiple individuals. This role provides administrative support to two senior leaders, as well as light front desk duties. ESSENTIAL RESPONSIBILITIES/SERVICES Assist two senior leaders in all administrative support tasks according to CEM’s policies, practices and procedures Continually strives to improve productivity and business atmosphere Presents a professional appearance, attitude, and demeanor in maintaining the same high standards Maintain strict confidentiality in matters involving the Leadership Team Schedule/cancel appointments and meetings, and coordinate travel with Administration department Screen phone calls and monitor/update personal calendar Input timesheet hours and notes, and expense reports on Ajera for one senior leader Monitor and manage inboxes and emails for the two senior leaders Calendar management for senior leader Type dictations and coordinate document formatting with Project Administration Department for senior leader Transcribing manual markups into the digital work product (such as Word or PowerPoint) Proven ability to align with senior leader's priorities, ensuring nothing falls through the cracks Liaison between departments within the organization Maintain effective working relationships with clients and other employees Assist with related tasks and duties as requested or assigned Other duties as assigned and required Filing hard copy documentation to appropriate archives Printing and binding hard copy reports Retrieving and electronically filing documents to internal file system Ensures office runs efficiently and smoothly Responsible for ensuring all equipment is running properly Responsible for ordering supplies and maintaining office Responsible for welcoming and directing visitors Handle general IT issues in the office and coordinate with Manager of Administration LEADERSHIP Reports directly to the Manager of Administration, who will provide training, mentoring and leadership in this role. REQUIRED KNOWLEDGE AND SKILLS Strong interpersonal skills, judgement and discretion Professional level in the English language in both written and oral and expert level in grammar Supply Management Excellent organizational and time management skills Experience or training in general secretarial work Professional, team-oriented, organized, adaptable, dependable Proficient in Microsoft Word, Excel, Power Point and Outlook Ability to perform multiple tasks and adapt to changing priorities Ability to type accurately Aligned with CEM Core Values PRIMARY OBJECTIVES/MEASURABLES Assist the senior leaders to be as effective as possible Maintain office and ensure it is properly stocked and neat EDUCATION AND EXPERIENCE 1-3 years of administrative experience LOCATION Burlington Office – 5420 North Service Rd, Burlington – minimum 3 days per week in office Possibility of visiting St. Catharines office once per month About CEM Engineering We are building a more functional world. We are truly people-first as an employer. We have an unwavering commitment to quality and passion for sustainability. Join our team and embark on a fulfilling journey, where you will grow both professionally and personally, making a significant impact on our shared mission for a greener future. At a Glance 2001 – CEM is founded in St. Catharines, Ontario 2002 – CEM secures a foundational client at a paper mill in the Niagara Region. Over 7 years, we develop expertise in six specific areas of our business 2006 – CEM secures a biogas developer as a client, allowing us to become a top provider of electrical engineering in the biogas industry in Ontario and Canada 2009 – CEM provides detailed design and construction management for its first Cogeneration project in Ontario 2014 – 2017 – CEM experiences rapid growth due to large incentives for cogeneration in Ontario. With these incentives, CEM went from 15 to 40 team members. 2019 – CEM opens a third office in Calgary, Alberta. 2021 – CEM secures a contract for the first green hydrogen generation project in Ontario 2023 – CEM is successful in securing 2 out of the 3 LT1 contracts given by the IESO 2024 – CEM signs a strategic partnership agreement with Concord Engineering in the US, allowing us to expand into the US power market. Why choose CEM? Comprehensive Health Benefits, including Dental, as well as a Health Spending Account Flexible work hours; hybrid work approach (2 days in the office) Vibrant physical offices that support our collaborative, hybrid approach A truly caring and people-first culture Profit Sharing Program RRSP Matching (up to 2% of annual salary) Annual Professional Development Reimbursement for learning or designations Monthly pizza lunches At CEM, we value and celebrate diversity in its many forms. We provide an inclusive and psychologically safe workplace where people feel respected and supported.

Location: Burlington, CA

Posted Date: 11/6/2024