Administrative Assistant

at  Aversan

ADMINISTRATIVE ASSISTANT

Aversan Inc. (www.aversan.com) is a reputable Engineering Company that provides expertise in Systems Integration and Software Testing for industries including Digital Health, Medical Devices, IT and Aerospace. We are currently seeking a qualified Administrative Assistant to work on leading-edge technology products. The successful candidate for this full-time position will be a part of a highly motivated and highly technical work environment that feeds off the collective energy of a team-oriented workplace.
Location: Ottawa, ON
Schedule: Onsite
Note – NATO SECRET Clearance required

DESCRIPTION

The Administrative Assistant will be responsible for providing a wide range of administrative services to assist Program Manager(s) and project team in day-to-day running of programs and provide reception coverage, greeting visitors and distributing security badges. The Administrative Assistant positioned at Reception shall ensure that all project deliverables are prepared, formatted, internally reviewed, and delivered to the customer in an effective and timely manner with highest quality.

Responsibilities.

• Greet visitors, ensure they present valid photo identification, sign the Visitor’s Log, distribute appropriate security badge, and announce to relevant individual or department;
• Distribution of incoming mail;
• Prepare and format reports and contract deliverables using in-house templates as well as customer provided templates;
• Coordinate and track project deliverables and outstanding actions to ensure timely delivery;
• Set-up internal document reviews in JIRA and closely track for completion;
• Monitor workflow process to ensure the document is reviewed, approved in a timely fashion and escalate Work Items (WI) of concern to the PM;
• Deliver documentation to the customer (via email or courier), pdf and file correspondence in TFS;
• Follow company policies and processes and maintain all aspects of electronic filing systems including logging, retention, and disposal;
• Work with both internal and external tools such as TFS, JIRA, SFTP, SharePoint, Aras to manage activities and workflow issues (monthly reports, deliverables, etc.);
• Manage all aspects of incoming and outgoing correspondence in the project mailbox and respond to project team members’ inquiries;
• Manage competing priorities while supporting several projects;
• Create SAP purchase requisitions as required;
• Work closely with cross functional teams such as Finance, Contracts & Legal, Procurement, and Quality on project requirements;
• Assist with on-boarding new team members to the project, processing PIN numbers in a timely manner;
• Assist in the preparation of letters, quotes, and proposals and provide formatting support on large bids as assigned;
• Support with any off-site event/meeting/training/team building by booking the venue, PR creation, facilitating payment and on-site administrative support;
• Perform other duties as assigned by the Project Managers and Administration Manager;
• Provide backup to other Administrative staff as required and cross-train as required;
• Prepare for all aspects of in-house meetings, including coordination, record of discussion and action items tracking;
• Order catering, track details and assist with the setup/clean-up.

Basic Qualifications & Skills

• Minimum 2 years of experience in a similar role
• Diploma in Office Administration or equivalent
• Strong organizational skills and ability to balance multiple priorities
• Advanced proficiency with Microsoft Word and knowledge of Excel and PowerPoint
• Attention to detail
• An interest in working in a fast-paced, demanding environment with a steep learning curve
• Ability to work independently
• Strong communication and interpersonal skills
• All applicants must be able to obtain a Canadian NATO Secret security clearance and meet the eligibility requirements outlined in the Canadian Controlled Goods Registration Program and ITAR Program

• Greet visitors, ensure they present valid photo identification, sign the Visitor’s Log, distribute appropriate security badge, and announce to relevant individual or department;
• Distribution of incoming mail;
• Prepare and format reports and contract deliverables using in-house templates as well as customer provided templates;
• Coordinate and track project deliverables and outstanding actions to ensure timely delivery;
• Set-up internal document reviews in JIRA and closely track for completion;
• Monitor workflow process to ensure the document is reviewed, approved in a timely fashion and escalate Work Items (WI) of concern to the PM;
• Deliver documentation to the customer (via email or courier), pdf and file correspondence in TFS;
• Follow company policies and processes and maintain all aspects of electronic filing systems including logging, retention, and disposal;
• Work with both internal and external tools such as TFS, JIRA, SFTP, SharePoint, Aras to manage activities and workflow issues (monthly reports, deliverables, etc.);
• Manage all aspects of incoming and outgoing correspondence in the project mailbox and respond to project team members’ inquiries;
• Manage competing priorities while supporting several projects;
• Create SAP purchase requisitions as required;
• Work closely with cross functional teams such as Finance, Contracts & Legal, Procurement, and Quality on project requirements;
• Assist with on-boarding new team members to the project, processing PIN numbers in a timely manner;
• Assist in the preparation of letters, quotes, and proposals and provide formatting support on large bids as assigned;
• Support with any off-site event/meeting/training/team building by booking the venue, PR creation, facilitating payment and on-site administrative support;
• Perform other duties as assigned by the Project Managers and Administration Manager;
• Provide backup to other Administrative staff as required and cross-train as required;
• Prepare for all aspects of in-house meetings, including coordination, record of discussion and action items tracking;
• Order catering, track details and assist with the setup/clean-up