Administrative Assistant, Project Technical Services

at  Millennium EMS Solutions Ltd

This position is responsible to assist Technical and Operations staff in the preparation of reports/documentation related to the delivery of professional services and MEMS’ business needs. This challenging position requires a highly organized individual, and involves working for a multitude of people, meeting multiple often-converging deadlines and the ability to work under pressure. The Administrative Assistant, Project Technical Services ensures that documentation, including letters, scientific reports (electronic or hard copy) and other documents are formatted, compiled, and submitted in accordance with MEMS’, Client and Regulator standards. The ability to adapt to changing demands and deadlines is critical in this role as is utilizing time management skills to prioritize and complete assignments in a manner that optimizes departmental effectiveness and contributes to organizational success. This role also supports general office administration functions including but not limited to meeting coordination, supply management, and reception coverage. The mix between the production responsibilities and administrative responsibilities will vary depending on the season, it is expected that it would be a 50-50 split overall.

OTHER KNOWLEDGE OR SKILLS:

• Ability to work in a fast‐paced environment and handle frequent interruptions while adapting quickly to changing needs and requirements.
• Strong interpersonal, organizational, analytical and problem-solving skills.
• Ability to take direction and guidance from multiple sources.
• Ability to handle confidential and sensitive information.
• Use of discretion and independent judgment in dealing with common issues, or escalating problems to the appropriate person as necessary.
• Ability to work with minimal supervision independently, as well as in a team.
• Ability to multi‐task and work well under pressure.
• Excellent verbal and written communications skills.
• Strong and consistent attention to detail.
• Effective time management skills.

Documentation Specialist

• Producing technical and confidential documents to MEMS, Client and/or regulator formatting standards including letters, reports, figures, flowcharts and PowerPoint presentations.
• Proofreading and type-editing internal and external deliverables.
• Creating and maintaining MS Word document templates including utilizing and/or creating templates requested by Clients.
• Assist with developing, updating and maintaining Production-specific policies, procedures and work instructions including Corporate templates, in consultation with the Administrative Operations and Production Lead.
• Presenting and maintaining Production onboarding presentation for new staff.
• Working with vendors, such as print shops, CD publishers and newspapers.
• Support in training and mentoring administration staff on completing basic production tasks including QA/QC activities on all produced documents.
• Monitor and assign incoming tasks/workload through an ERP system.
• Compilation of reports and other Client-directed deliverables in accordance with Client timelines.
• Production of various discipline-specific documents including Site Specific Safety Plans, Fillable Forms, SWPP etc.
• Utilizing MEMS and/or Client File Transfer System (“File Drop”) sites and submitting documents electronically to regulatory bodies.
• Prepare and update internal resumes for new and existing staff.
• Prepares, proofs and orders Business Cards for staff, upon approval of People & Culture.
• Assist Project Managers with distribution of completed deliverables, as needed.
• Facilitate supply of safety related forms/booklets including coordination with printers and edits as required.
• Other Production duties and/or responsibilities as assigned.

Office Administration

• Answer incoming calls, respond accurately to general inquiries and requests for information.
• Greet and welcome guests, direct visitors to follow appropriate safety protocols and to the appropriate person/office.
• Assist in maintaining office security by following procedures and controlling access via the reception desk (monitor logbook, request security fobs).
• Redirect inquires to the appropriate person/department as needed.
• Monitoring multiple email inboxes regularly throughout the day, ensuring prompt and accurate responses to inquires and/or requests for assistance.
• Completing office administration services for assigned office locations and other remote locations.
• Assisting with the planning and preparation of meetings and conference calls as requested by internal personnel, maintaining appropriate levels of confidentiality and discretion.
• Assisting with setting up meetings rooms and catering, and clean up.
• Receiving and signing for letters, packages and other deliveries, distribute mail, process courier packages and outgoing mail.
• Maintaining and tracking inventory levels monthly, accurately submitting POs to order office, coffee and other supplies as needed, while remaining budget conscious.
• Execute the purchase of various items on behalf of the organization including office items/furniture, software purchases, conference registration, employee gifts, adhering to budget approval processes (P.O. etc.).
• Ensure proper operation of office equipment, coordinate repairs and maintenance as needed.
• Working cooperatively with other members of the Corporate Services and Business Operations teams to ensure consistency and accuracy in procedures and processes by updating as required in consultation with the Administrative Operations and Production Lead and other team members.
• Ensure all common areas are tidy and presentable, including supply rooms and kitchen(s).
• Update floor plans, dietary needs list and other general office documentation. Update monthly office capacity tracker.
• Assist in the maintenance of general company information, such as employee and extension lists, floor plans, marketing materials, and key contacts and supplier information.
• Liaise with the building management regarding building maintenance issues and with the office cleaning staff. Seeks direction from Manager, Corporate Services and Facilities if needed.
• Supports the Calgary Office Administrator in hotel and travel bookings (including flights) for technical staff.
• Support Onboarding of new employees, ensure that new hires orientation is complete and assist People & Culture as necessary in Onboarding process.
• Assist Administrative Operations and Production Lead and the Manager, Corporate Services and Facilities with event planning and other special projects as required.
• Disseminating and preparing files for archiving/destruction.
• Provide administrative support to HSE as required.
• Supports Administrative Operations and Production Lead in tasks related to operational initiatives.
• Other duties as assigned.