Provide administrative support and assistance to the department and/or Director to facilitate efficient operation according to project, corporate, industry and regulatory guidelines and standards. Responsible for the day-to-day management of paper and electronic documents including review, tracking, scanning, filing, and document/file maintenance and retrieval. May need to provide assistance to the department and/or Director for appointment/meeting/travel scheduling, preparation of documents, presentations, correspondence, meeting minutes and/or agendas. May be required to support the Office Coordinators in the monitoring or processing of divisional supplies, equipment, staff absences and/or budget expenses. May be required to provide reception services (phone, e-mail and visitors), general clerical services.
Project Support
- Assist functional group to maintain paper and electronic document management, ensuring all documents are reviewed, entered, tracked and filed in accordance with project, corporate, industry and regulatory guidelines and standards.
- Provide information and/or documents to project teams when requested on a timely basis, facilitating the completion, authorization and/or distribution of project related documents, supplies and/or contracts
- Provide input regarding and contribute to the improvement of ongoing document management processes and systems to facilitate the efficient operation of the department.
Corporate Administrative/Clerical Support
- Provide support and/or activity coordination for divisional support services; address, redirect and/or provide follow up for inquiries (phone, e-mail, correspondence); coordinate visits/meetings; travel, records, document, data and file maintenance.
- Updating and maintaining document tracking databases, preparing reports, and responding to document inquiries.
Qualifications
- Applicants should have a minimum of a high school diploma with one to three years of related experience or a one-year college advance diploma/degree in a relevant field of study with continuing training and experience.
- The successful candidate must exhibit the following skills:
- Attention to detail
- Proficiency in Microsoft suite of products
- Proficiency with electronic file management (saving, transferring, and emailing video files; updating and granting viewing permissions, etc.)
- Must be able to work in the London office on a hybrid basis (2-3 days per week in office)
*Accommodations for job applicants with disabilities are available upon request