Administrative Assistant (AA) for the Mobilinx Hurontario General Partnerships (MHGP) Management Team. The successful candidate will work with the Management Team and be a team member of the iconic Hurontario Light Rail Transit Project LRT, a new LRT system located in Mississauga and Brampton, Ontario. The LRT consists of 18 at-grade stops and one station, as well as approximately 18 kilometres of a semi-exclusive at-grade guideway. Mobilinx is seeking to identify an AA with experience supporting a variety of management activities in a fast-paced office environment.
The principal responsibilities of the AA will be to support the Senior Management’s efforts in the following areas:
- Provide administrative support on project matters and ensure the smooth operation of the day-to-day activities for the team, including scheduling meetings, drafting, and filing correspondence, and support on various technical project matters.
- Produce documents for a variety of audiences, including bulletins, meeting minutes, letters, notices, policy and technical reports, charts, and presentations using Microsoft and Adobe products.
- Monitor and inform appropriate members of the Management Team of requirements and track-task completion to ensure deadlines are met (e.g., correspondence and project documents).
- Coordinate meetings, involving the client and subcontractors and organize all related materials for said meeting.
- Prioritize, develop and redirect correspondence.
- Other administrative duties as assigned.
Skills & Qualifications:
- High school diploma – or a combination of education, training and experience deemed equivalent
- Minimum two (2) years of experience providing administrative services, preferably in a large, matrixed organization
- Strong written and oral communication skills
- Experience managing time-sensitive activities in compliance with administrative procedures
- Proven writing and communication skills to support drafting accurate correspondence and other communications, meeting minutes, presentations etc.
- Exceptional organizational skills
- Strong computer skills and familiarity with MS Office, SharePoint and Teams, with the aptitude to learn new software and systems