Mid-Level Administrative Assistant

at  Boeing

At Boeing, we innovate and collaborate to make the world a better place. From the seabed to outer space, you can contribute to work that matters with a company where diversity, equity and inclusion are shared values. We’re committed to fostering an environment for every teammate that’s welcoming, respectful and inclusive, with great opportunity for professional growth. Find your future with us.
Boeing Ottawa. is seeking an Administrative Assistant, reporting to the Operations Manager, working out of the Ottawa, Ontario, office.
The Administrative Assistant will to join the Global Enterprise Services Team and support the official supported headcount of the BGES team. Currently, the supported team includes the Boeing Canada President and his Business Development team, the MHLH (Chinook) program, the C-17 program, and dispersed remote workers throughout Canada. In addition, this role will lead the Front-of-House receptionist operations by reviewing administrative tasks, insuring compliance to internal guidelines and policies and supports multiple and concurrent activities, provides guidance to project management in the daily attributions per below details, but not limited to:

BASIC QUALIFICATIONS (REQUIRED SKILLS/EXPERIENCE):

• 3+ years of experience as an Administrative Assistant/ Office Assistant
• 3+ years of experience with Microsoft Office suite
• Must be legally able to work in Canada
• Must be eligible to handle US export-controlled data
• Individual must not pose a risk for safeguarding of controlled goods
• Must be willing and eligible to work on Canadian government and defense-related programs
• Candidate must consent to Canadian Government Controlled Goods Program (CGP) assessment.
• Candidate must be able to obtain a Secret Clearance.

PREFERRED QUALIFICATIONS (EDUCATION/EXPERIENCE):

• Experience coordinating and processing domestic and/or international travel arrangements
• Experience doing expense reports
• Experience creating Microsoft PowerPoint presentations
• Experience in teaming across different locations and time zones

THIS POSITION REQUIRES THE ABILITY TO OBTAIN AND MAINTAIN A SECRET SECURITY CLEARANCE LEVEL II FROM THE CANADIAN GOVERNMENT. REQUIREMENTS TO OBTAIN A SECRET SECURITY CLEARANCE CAN BE FOUND AT:

http://www.tpsgc-pwgsc.gc.ca/esc-src/personnel/information-eng.html#a1.1

TO REVIEW THE CANADIAN CONTROLLED GOODS AND PUBLIC SERVICE AND PROCUREMENT CANADA REQUIREMENTS PLEASE GO TO THE FOLLOWING GOVERNMENT PAGES BELOW:

https://www.tpsgc-pwgsc.gc.ca/pmc-cgp/enregistrement-register/lignedirectrice-rd-guideline-do-eng.html
https://www.tpsgc-pwgsc.gc.ca/esc-src/personnel/pdcf-rsrp-eng.html
Export Control Requirements: Not an export control position

• Responsible for certifying that all visitors have the proper access per Boeing policy & procedure.
• Greets all guests upon arrival and provide temporary visitor badges per company policy.
• Retrieves mail daily.
• Accepts and signs for packages as they are delivered.
• Assists in monthly breakdown/reallocation of bills relating to accounts payable.
• Manages incoming calls.
• Supports other activities or special projects as required by program management.
• Maintain a clean, organized, and professional office at all times.
• Assists less experienced personnel in the interpretation of written lobby policies and procedures to ensure compliance with Government and company requirements.
• With minimum supervision, coordinates and prepares travel arrangements for business travel. Prepares and submits expense reports.
• Compiles data and posts information to various electronic information systems as needed.
  o Verifies accuracy of data.

o Manages information in the database.

• Grants and maintains correct levels of access according to established procedures.
• Monitors tracks and records data activity to provide visibility.
• Compiles data from various sources.
• Creates drafts and final documents using multiple software tools.
• Reviews and approves internal and routine documents.
• Coordinates and facilitates important or sensitive communications on behalf of the organization and management.
• Interacts frequently with internal and external personnel and customers.
• Compiles data and assists in analysis to establish facilities equipment and computer needs.
• Assists in developing solutions.
• Processes requests for facilities equipment and computer needs.
• Trains and mentors less experienced employees.