Administrative Assistant

Wood currently has an exciting opportunity available for an Administrative Assistant. Reporting directly to the Project Controls Manager, this position is in our Vancouver BC office. This role will involve providing administrative support for multiple programs and projects across North America, as well as providing general support to the business unit in Vancouver.  If you have a successful track record in general and project administration and thrive on tackling multiple challenges in a fast-paced environment, this is the opportunity for you.

Key Responsibilities

• Provide project and proposal related administrative assistance for multiple programs and clients, including project set up and close out, updating and formatting various documents, reports, lists and logs, coordinating meetings and taking meeting minutes.
• Support the business unit with general administrative tasks such as organizing meetings and associated catering, arranging travel, managing expense payments, updating distribution lists, updating, and maintaining vacation calendars, coordinating training and various other general support activities as required.
• Coordinate administrative activities related to staff onboarding and offboarding, including organizing desk set up, sending IT equipment requests, coordinating orientation and training, setting up travel profiles, and administering SharePoint and portal access.
• Assist with the coordination of resource planning within the business unit, including maintaining and updating associated resource planning system.
• Provide timesheet support to the business unit, including troubleshooting issues and completing timesheet corrections as required.
• Code and process various service invoices.
• Format and coordinate the production of various templates, Procedure Instruction Forms (PIFs) and documents.
• Various other support activities as required.

• Minimum 2 years experience in an administrative role.
• Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint, and Teams) as well as Adobe Acrobat.
• Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, management, and external partners.
• Exceptional organizational skills that reflect ability to perform and prioritize multiple tasks with excellent attention to detail.
• Expert level written and verbal communication skills.
• Demonstrated proactive approaches to problem-solving with strong decision-making capability.
• Highly resourceful team-player, with the ability to also be extremely effective independently.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
• Forward looking thinker, who actively seeks opportunities and proposes solutions.
• Flexible with the ability to balance multiple tasks and changing priorities with required urgency, and the ability to diplomatically negotiate deadlines and deliverables.
• Excellent proofreading and editing skills.
• Previous experience working in an engineering environment would be an asset.

Wood is a global leader in engineering and consultancy across energy and the built environment, helping to unlock solutions to some of the world’s most critical challenges. We provide consulting, projects and operations solutions in more than 60 countries, employing around 40,000 people. www.woodplc.com

We are an equal opportunity employer that recognises the value of a diverse workforce. All suitably qualified applicants will receive consideration for employment on the basis of objective criteria and without regard to the following (which is a non-exhaustive list): race, colour, age, religion, gender, national origin, disability, sexual orientation, gender identity, protected veteran status, or other characteristics in accordance with the relevant governing laws.