Administrative Assistant

We are seeking a highly organised, proactive, and detail-oriented Administrative Assistant to support our fast-paced team. The ideal candidate will be instrumental in maintaining efficient office operations, managing critical documentation, and supporting our technical and management staff.

Job Purpose

We are seeking a highly organised, proactive, and detail-oriented Administrative Assistant to support our fast-paced team. The ideal candidate will be instrumental in maintaining efficient office operations, managing critical documentation, and supporting our technical and management staff. This role requires discretion, adaptability, and a strong commitment to company standards and regulatory compliance.

Key Responsibilities

Administrative & Office Operations Support

● Manage complex calendars, schedule internal and external meetings (including those with regulatory bodies or key clients), and coordinate all logistics (venue, equipment, catering and team support).

● Plan and book comprehensive international travel itineraries for staff, including flights, accommodation, and ground transportation, ensuring compliance with company travel policies.

● Draft, edit, and proofread professional correspondence, reports, presentations, and internal communications on behalf of the team or department head.

● Monitor and maintain inventory of office supplies and equipment.

● Design and maintain efficient physical and electronic filing systems, particularly for sensitive technical, financial, and contractual documents.

Project Support

● Assist Project Managers and Engineers with compiling and organising critical project documentation, including permits, regulatory filings, environmental assessments, and engineering drawings.

● Handle sensitive data with the utmost confidentiality and accuracy.

● Serve as the primary point of contact for external vendors, contractors, and internal departments regarding ongoing project support needs.

Job Requirements

● Minimum of [2-3] years of experience in an administrative support role, preferably within the engineering or a highly regulated industry.

● A Diploma in Business Administration, Office Management, or a related field is preferred.

● Advanced proficiency in the Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) is mandatory. Experience with document control systems (DMS) or ERP software (e.g., SAP) is a strong advantage.

● Proven ability to manage multiple priorities, meet deadlines, and handle complex scheduling without sacrificing attention to detail.

● Excellent written and verbal communication skills in English and French, with the ability to interact professionally with all levels of management and external stakeholders.

● Must be a self-starter who anticipates needs and takes initiative to resolve administrative challenges efficiently.

● Demonstrated ability to handle confidential and proprietary company information, particularly regarding project financials and operational strategy.

● Ability to thrive in a dynamic, fast-paced environment and respond quickly to shifting priorities typical of the energy industry.