Administrative Assistant

Description

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Application Deadline: OPEN

Position Status: Full-Time, Permanent

Position Type: Existing Vacancy

Estimated Start Date: By September 1,

Compensation: $50, - $70,

Hours of Work: Based on 40 hours per week.

Work Location: Peterborough, Ontario

Hiring Contact

For questions about this position or the recruitment process, please contact:

Stephanie Mann, Human Resources Business Partner

Email: via Isarta

We are seeking an Administrative Assistant to provide administrative and operational support to our Transportation and Infrastructure Division, enabling efficient division-wide functions.

The Administrative Assistant serves as a central coordination point for administrative activities, supporting communication, scheduling, documentation, and workflow coordination across the division. This role ensures administrative processes are consistent, organized, and aligned with company standards, allowing technical staff and leadership to focus on project delivery and strategic priorities.

The position plays a key role in maintaining operational efficiency, supporting team coordination, and contributing to a streamlined, well-organized division aligned with our One Wills approach.

Key Responsibilities

Divisional Administrative Support

• Provide direct administrative support to the Director, Practice Area Leads, Team Leads, and department staff, as required.
• Act as a central administrative contact within the division, providing responsive day-to-day support.
• Coordinate internal and external meetings, including scheduling, logistics (travel, accommodations, vehicles), preparation of agendas, and recording and or editing of minutes/action items from meetings.
• Track action items and follow up to support timely completion.
• Prepare and distribute correspondence, outgoing mail, and courier packages.
• Support internal communications and divisional reporting requirements.
• Facilitate information flow across the division and with other divisions.
• Prepare financial reports quarterly using data provided by Finance to support overall business performance and KPIs.
• Support of division-wide health and safety program.

Operational & Team Support

• Support onboarding and training for new employees within the division including system orientation and process guidance.
• Educate team members on corporate formatting standards, procedures, and administrative processes.
• Liaise with other Wills support team members to ensure consistency and provide backup support.
• Assist in maintaining divisional schedules, calendars, and shared resources.

Document Preparation & Coordination

• Prepare, format, and review department and project-related documents (e.g., reports, spreadsheets, presentations, contracts, and meeting materials).
• Ensure documents are accurate, consistent, and aligned with corporate templates and brand standards.
• Maintain up-to-date resumes, and bios, when needed.
• Assist with compiling standard documentation packages as required.

Document Control & Records Management

• Maintain organized electronic and hard copy filing systems, ensuring accurate naming, storage, and archiving.
• Support version control and document tracking practices.
• Ensure documentation is complete and accessible in accordance with company guidelines and AODA.
• Assist in maintaining audit-ready documentation practices.

Workflow Coordination & Process Support

• Support continuous improvement of administrative workflows, templates, and scheduling practices.
• Support overall operational and internal processes as it relates to administration, and divisions key measures of success.
• Assist in maintaining trackers and coordination tools to support division-wide visibility of tasks and deadlines.
• Provide administrative support for project initiation and internal system setup, as required from Project and Proposal Administrator.
• Identify opportunities to streamline processes and reduce inefficiencies in day-to-day operations.

What We're Looking For

A motivated and resourceful problem solver who is both an independent learner and a collaborative team player. You thrive on meaningful, challenging work and are eager to grow your skills while contributing to projects that have a direct impact on the community.

Significant Qualifications / Experience

• 2-year diploma in Office Administration, Business Administration, or equivalent.
• Minimum 3 years of experience in an administrative or operational support role.
• Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint) and Adobe.
• Familiarity with Microsoft Project.
• Strong organizational and time management skills with the ability to manage multiple priorities.
• Excellent written and verbal communication skills.
• Strong attention to detail and commitment to accuracy.
• Ability to work collaboratively and build strong working relationships.
• Experience with document management systems and administrative coordination tools preferred.

Keep Our Teams Connected. Keep Projects Moving. Build Your Career. Join Wills.

At Wills, successful projects are built on teamwork. Behind every successful project is an organized, collaborative team supported by people who keep operations running smoothly. As a member of our Administrative team, you'll play a vital role in connecting people, coordinating priorities, and creating the structure that allows our technical professionals to do their best work.

We value hard work, respect, collaboration, and continuous improvement. In return, we provide a supportive, flexible workplace where your ideas are valued, your contributions make a difference, and your career can continue to grow.

Why This Role Matters

As an Administrative Assistant, you are at the heart of your division's success. Your organization, attention to detail, and proactive approach help ensure projects, teams, and day-to-day operations run efficiently.

From supporting leaders and coordinating communications to improving processes and maintaining accurate documentation, your work enables teams to stay focused on delivering exceptional service to clients and communities. Every interaction, document, and schedule you manage contributes to a more connected, efficient, and collaborative One Wills organization.

What You'll Gain

• Meaningful impact: Become an essential part of a team that supports projects making a difference in communities across Ontario.
• Variety and challenge: Every day brings new opportunities to coordinate, solve problems, and improve how work gets done.
• Professional growth: Build expertise in operations, project support, business processes, and organizational coordination while expanding your administrative and leadership skills.
• Collaboration: Work alongside technical professionals, leaders, and corporate teams across the organization, building relationships and broadening your knowledge of the business.
• Opportunities to improve: Help identify smarter, more efficient ways of working and contribute to continuous improvement initiatives that benefit the entire organization.

Why You'll Love Working Here

• Flexible work arrangements that support work-life balance.
• A welcoming, inclusive culture where teamwork and respect come first.
• Opportunities to learn, grow, and take on new challenges as your career evolves.
• Meaningful work that supports projects improving infrastructure and communities.
• Competitive compensation, comprehensive benefits, and performance-based bonuses.
• A collaborative "One Wills" culture where every role is valued and every contribution matters.

If you're organized, proactive, and enjoy helping teams succeed through exceptional coordination and operational support, we'd love to welcome you to Wills.

Apply Today - Submit your resume and cover letter to join our team and start building your future.

We sincerely thank all candidates for their interest, however, please note that only those applicants selected for further consideration will be contacted. If selected for an interview, please advise us if you require accommodation.

Use of Artificial Intelligence (AI)

In accordance with Ontario legislation, applicants are advised that artificial intelligence may be used to support aspects of the recruitment process, such as application screening or scheduling.