Aviation Bilingual Administrative Assistant

at  WSP

THE OPPORTUNITY:

WSP is seeking a Bilingual Administrative Assistant to join our Aviation, Transportation Systems team . Reporting to the Director, the Administrative Assistant assists the project team by coordinating and supporting the execution of project and department activities. As a member of the Transportation Systems team, you will be given opportunities to apply your education and experience in supporting a multidisciplinary team working on large, complex projects. You will be challenged to manage multiple priorities, meet tight deadlines, and maintain a very high standard of care. You will gain knowledge through mentorship and skills development, fast-tracking your professional development to becoming a strong Administrative Assistant in the transportation consulting field.

• Administrative support to the management team which includes coordinating travel arrangements and handle requests and queries from the team;
• Coordinate necessary meetings, as required, including take and distribute minutes of meeting, follow-up on actions;
• Write and distribute emails, client correspondence memos and letters;
• Support return to office initiatives;
• Organize and schedule appointments and meetings for the senior management team;
• Provide quality checks and reviews of team training courses such as training review and completion, per project and team requirements;
• General and electronic filing and archiving, photocopying, and other administrative duties as required;
• Work closely with Project Managers by offering consistent and professional administrative support with their daily general and project requests;
• Assist in the preparation of regularly scheduled reports including various proposal sections such as executive summaries, project descriptions etc.;
• Coordinate with subcontractors;
• Prepare Purchase Orders and Work Orders;
• Create and maintain a register of all project and proposal documents by regular updates of related logs to track all documents including opportunities, completed, wins, losses etc.;
• Ensure all project and proposal documentation is compliant with project formats, company standards, styles, and verification forms;
• Participate in proposal development processes and methodologies;
• Review final reports and submissions for delivery;
• Research best practices, assist with developing a business case, and prepare client presentations;Other duties as assigned/required.

What you’ll bring to WSP :

• Graduate of business administration diploma preferred;
• Must be bilingual in French and possess both strong speaking and written French communication skills;
• 3 – 5 years of experience providing administrative support in a professional consulting environment;
• Communicate with clients, sub-consultants, and team members in a professional manner;
• Experience with budget tracking;
• Excellent organizational skills (record keeping, time management, follow up);
• Interest and or experience in transportation projects and proposals;
• Adaptability and flexibility including ability to manage deadline pressure, ambiguity and change;
• Strong organizational skills and the ability to take initiative
• Excellent problem-solving abilities;
• Team player with a flexible can-do attitude and the ability to prioritize workload and handle multiple deadlines;
• Exceptional interpersonal skills;
• Integrity, professionalism, and excellent written and verbal communication skills are required to handle both internal and external communications with tact and diplomacy;
• Ability to work in teams and foster a spirit of cooperation while coordinating a variety of activities and personalities; strong people management and negotiating skills within a team environment;
• Familiarity with handling technical documents and project management practices;
• IT skills, including Word, Excel, PowerPoint, Outlook, and Visio. MS Access is an asset;
• Available for occasional overtime work;