Administrative Assistant – Communications, Security and Commissioning

The Administrative Assistant is responsible for effective and efficient production and processing of templates and documents, adhering to company policies and addressing all requests in a timely manner. The Administrative Assistant is a motivated and conscientious team player capable of working in a dynamic and fast-paced environment under the direction of Communications, Security and Commissioning Principals and their teams.

Responsibilities

Administration

  • Drafting and editing Proposals
  • Project Specifications
  • Fee Letters and Change Notices and general correspondence including letters and emails
  • Typing meeting minutes, photocopying, scanning and collating
  • Data entry of proposals into CRM
  • Maintain a supply of organized print and stationery items including letterhead, business cards, and other marketing materials.
  • Maintaining departmental subscriptions/renewals and individual team members professional memberships.

Office Support

  • Reception relief for lunch and breaks, sick days and emergencies as required
  • Coordinate outgoing mail, couriers and faxes
  • Assist with coordination of meetings and special events as required
  • Book meetings, order lunches, co-ordinate and book travel arrangements and plan itineraries as required
  • Ensures kitchen and office space is well maintained and presentable
  • Maintain confidentiality in all matters pertaining to The HIDI Group
  • Provide support to the Office Coordinator, other Administrative Assistants and Executive Assistants with overflow work as needed.

Skills & Qualifications

  • 3-5 years of experience as an Administrative Assistant
  • Ability to demonstrate good judgement and efficiency, and work well under pressure in a fast paced environment
  • Ability to handle quick changing priorities
  • Exceptional written and oral communication skills
  • Advanced MS Office skills: Word, Excel, PowerPoint, Outlook – 2007/2010
  • High level of professionalism
  • Excellent organizational skills with strong ability to multi-task
  • Strong interpersonal skills
  • Detail-oriented with an ability to resolve problems using facts, sound reasoning and common sense
  • Adhering and enforcing company processes and procedures related to Document Control
  • Proven ability to operate with integrity and to handle confidential information
  • Demonstrated high level of service and ability to be proactive
  • Ability to work independently with minimal supervision and as a part of a team

 

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Only those selected for an interview will be contacted.

If you didn’t find a position that is right for you, we are always looking for talented professionals. Please send your resume to careers@hidi.com and we’ll keep it on file for future reference.

The HIDI Group is committed to providing accessibility for all persons with disabilities. Upon the request of the applicant, we will provide accommodation during the recruitment process to ensure equal access to applicants.