Operations Administrative Assistant

Job Description

Company Description

Are you ambitious and looking to make the right move in your career? Now is the perfect time to join Egis. Egis is experiencing substantial growth in North America, now made up of over 1,000 engineers, architects and planners across Canada and the USA. This strategic move underscores our commitment to investing in North America, propelling our expansion to new heights.

Our values showcase everything we believe in:

A Responsible Company - We care about people, and we care about our impact; acting responsibly wherever we work and whatever we do.

A People-First Company - This is an environment of mutual respect where every team member matters, no matter who they are.

A Creative Company - Creativity is in our DNA. This is the fuel that helps us tackle the major challenges of our time.

The more important question you likely have is: Are we the right company for you?

Joining Egis is an opportunity to make a valuable, positive impact on the world, while growing and developing as a person. Our culture is very collaborative, and we care about people and our impact. We take great pride in being responsible for our clients, for each other and for our planet and its people. You'll work and innovate in an environment where high standards and personal consideration go hand-in-hand.

Learn more about the exciting opportunity below where you'll be part of projects renowned for technical excellence, ambition and sustainability.

Job Description

About the Role

The Operations Administrative Assistant plays a critical role in supporting the smooth functioning of daily operations across multiple departments and offices. This position requires exceptional organizational skills, attention to detail, and the ability to manage complex tasks in a fast-paced environment. You will provide comprehensive administrative and logistical support to executives and teams, ensuring efficiency and accuracy in all operational processes.

This position is on-site based in our Markham, ON office with in office presence Monday to Friday between 8 am to 5 pm

DUTIES AND RESPONSIBILITIES

Your duties will include, but are not limited to:

Operations Administrative Support

• Manage calendars, expense reports, travel arrangements, and timesheets for four Executives.
• Assist Executives with ad hoc tasks, including PowerPoint presentations, report creation, and project coordination.
• Organize catering for meetings and events.
• Support Legal team with document control, including legal filings, claims and insurance documentation, corporate affairs, reporting, record keeping, and research.
• Serve as backup to the Executive Assistant for the C-Suite team.

Reception & Office Coordination

• Handle incoming calls and general inquiries at reception.
• Monitor and respond to the Info Mailbox, redirecting requests to appropriate teams.
• Accept packages, coordinate deliveries, and arrange courier pickups.
• Monitor office supplies, PPE inventory, and printer/plotter consumables.
• Coordinate business card orders for employees.
• Participate in the Joint Health & Safety Committee (JHSC), conduct inspections, and report hazards.
• Act as Fire Warden during alarm tests, ensuring compliance with safety protocols.
• Oversee vendor management and assist with IT and equipment coordination.

Qualifications

• College or University education in Business Administration or related field.
• Proficiency in MS Office Suite (Teams, Outlook, PowerPoint, Excel, Word, SharePoint).
• Excellent verbal and written communication skills.
• Strong interpersonal skills and ability to collaborate across departments.
• Ability to work independently and as part of a team.
• Exceptional attention to detail and accuracy.
• Strong time management and prioritization skills in a fast-paced environment.
• Problem-solving skills with the ability to analyze information and provide effective solutions.
• Ability to handle sensitive and confidential information with discretion.
• Commitment to delivering high-quality support to internal stakeholders.
• Access to a vehicle with a valid driver's license and insurance.
• French language proficiency considered an asset.

Additional Information

Egis Canada is an equal opportunities employer offering a competitive salary and benefits to those with the skills suited to the needs of our clients. The salary range advertised may exceed the range based on several factors, including relevant education, qualifications, certifications, experience, skills, geographic location, performance, and business or organizational needs.

We welcome and encourage applications from people with disabilities. Accommodations are available upon request for candidates taking part in all aspects of the selection process.

This role is eligible for a referral bonus in line with the Referral Program. If you have been referred, please provide the name of the employee who has referred you at the time of your application.

At Egis, we embrace innovation to tackle challenges and utilize AI in our recruitment process under stringent ethics and compliance policies and in alignment with our values of being a Responsible Company, a People First Company and a Creative Company. Committed to diversity, growth and collaboration, we may leverage AI to support the recruitment process.