Job Description

Job Title: Administrative Assistant II

Location: Thunder Bay, ON

Work Type: Full time in office

*Candidate must be able to drive + have their own vehicle*

Job Summary

As an Administrative Assistant III, you’ll play a pivotal role in supporting the smooth day-to-day operations of the region through proactive administration, communication, and coordination. This position requires a highly organized, tech-savvy professional who thrives in a fast-paced environment and is comfortable navigating multiple internal systems.

Key Responsibilities:

Executive & Operational Support

• Manage calendar, travel, correspondence, expense reports, vacation schedules, and safety training tracking for the Operations Manager and Leadership Team.

• Coordinate internal and external meetings, including invites, agendas, presentations, minutes, logistics, and follow-ups (e.g., Operational Reviews, Town Halls, Leadership Meetings).

• Maintain internal communication channels and act as liaison with key external contacts.

Office & Facilities Management

• Manage telephone reception for both internal and external regional office needs

• Serve as the primary contact for office operations including mail, service contractors, office supply orders, and building maintenance.

• Ensure smooth day-to-day functionality of the office and act as liaison with REWS and building services for repairs and service tickets.

Regional Team Coordination

• Maintain and update distribution lists, phone directories, and SharePoint/Team sites.

• Coordinate meeting logistics: invites, agendas, presentations, minutes, room setup, AV support, and meals/refreshments.

• Create and manage Duty Manager and Supervisor rotations.

• Consolidate and distribute materials, reminders and updates (e.g., SAP requirements).

Budget & Expense Administration

• Assist with SAP entries, centralized SRO tracking, and expense submissions for supervisory staff.

• Manage specific invoice processing.

Technical & Systems Support

• Process SailPoint and system access requests.

• Provide Power BI reporting as needed.

• Provide support for server issues and office equipment troubleshooting.

• Handle service request orders and general clerical support.

Learning & Onboarding

• Act as Workday Learning Administrator: edit offerings, pull reports, update ILT completions.

• Support onboarding processes and administrative learning functions.

Community Investment & Stakeholder Engagement

• Provide quarterly spend updates and updates for regional leadership meetings

• Coordinate Project Zero and Project Assist submissions and media announcements.

• Support municipal advisors regarding community investment

• Support internal and external stakeholders with event coordination.

Additional Duties

• Participate in internal committees, projects, and initiatives as required.

• Perform other administrative tasks as assigned.

Minimum Qualifications

• Minimum 3 years of experience in an administrative, executive assistant, or similar role.

• Post-secondary education in Business Administration or a related field.

• Proven ability to learn and navigate multiple internal systems quickly (e.g., SAP, Workday, SailPoint, SharePoint, Power BI, MS Office Suite, etc.).

• Strong organizational and time management skills with the ability to work and prioritize tasks independently.

• Excellent communication and interpersonal skills along with the ability to work collaboratively with cross-functional teams.

• High attention to detail and accuracy in documentation and reporting.

• Comfortable working onsite and supporting a regional team virtually across multiple locations.

• Critical thinker with effective decision-making skills.

• Discretion and professionalism when handling sensitive information.

• Ability to travel approximately once per month throughout Northern Ontario (North Bay, Thunder Bay, Sudbury etc.).

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