Role Overview

The Administrative Assistant provides comprehensive administrative support to the Construction Director, Deputy Project Director, and broader site management team. This role supports a large-scale construction project involving trains, tank, berth, and integration with existing facilities.

Key Responsibilities

Executive & Team Support

- Anticipate and prepare for leadership needs, exercising independent judgment in their absence.
- Manage complex calendars, appointments, accessibility, and time prioritization.
- Handle confidential and sensitive information with discretion.
- Prepare travel arrangements for multiple personnel, including local transportation.
- Support travel requests and expense claims.

Communication & Coordination

- Interact routinely with senior internal and external stakeholders to exchange sensitive information.
- Coordinate meetings, events, and large internal/external functions.
- Assist with external events such as open houses and group visits.
- Serve at main office reception, receive visitors, and direct inquiries appropriately.
- Coordinate catering, lunch orders, and hospitality needs.

Documentation & Systems

- Produce high-quality correspondence, documents, and presentations using advanced Microsoft Word and PowerPoint functions (formatting, templates, charts, graphics).
- Create and manage data in Excel, SharePoint, and other databases using advanced functions.
- Maintain office space planning, supplies, photocopier maintenance, and general office management.

Operational Support

- Conduct daily mail runs, catering pickups,



and other logistical tasks.
- Collaborate closely with the Executive Administrative Assistant.
- Represent organizational culture and values, contributing to HSSE performance.
- Take initiative to understand project roles, workflows, and team dynamics.
- May represent the work unit on business or staff functional teams.

Leadership & Behavioral Expectations

- Strong verbal and written communication skills that energize and align teams.
- Ability to influence without authority and ensure compliance with processes.
- Comfortable with change and ambiguity; able to make timely decisions.
- Courage to challenge practices and promote improvement.
- Commitment to diversity, inclusion, and cross-functional collaboration.
- Positive attitude with a focus on continuous improvement and problem-solving.

Qualifications & Experience

- 5–10 years of administrative or coordination experience supporting senior leaders.
- Strong understanding of corporate structures, operations, and procedures.
- Proven ability to exercise sound judgment.
- Exceptional organizational skills and ability to manage demanding schedules.
- Robust interpersonal skills with the ability to influence across levels.
- Advanced proficiency in Microsoft Office Suite and email/calendar management.
- Experience in joint ventures, global organizations, or fast-paced environments (assets).
- Experience in construction or operational settings (asset).
- Valid BC driver’s license (asset).
- Must be legally entitled to work in Canada.

📌 Administrative Assistant (Kitimat-Stikine)
🏢 NES Fircroft
📍 Kitimat-Stikine