Administrative Lead Full-time Job

Who are we looking for?

We are looking for an experienced and motivated Administrative Assistant Lead ready to join our growing Vancouver, BC office. In this role, the majority of the Admin Lead’s time (70%) will be dedicated to general administrative duties as a member of the team. Above these duties, the successful candidate will also manage the team located across our Western Canada offices (30%). Please note: This is an in-office position.

In an ever changing world, it requires creativity and innovation to stay ahead. 

We’re seeking the curious, those who are stimulated by fresh thinking and a desire to shape our communities in new, positive ways.

As part of a truly global team, working on complex and rewarding projects, you'll be at the forefront of driving change.

See what the power of commitment can do for you.

Working with an energetic and high performing team, this position offers a variety of work and will see you involved in:

Lead role responsibilities (30%)

• Communicate with Western Canada Leadership/Management team, messaging down to Admin team.
• Oversee GHD processes like the CV Manager uploads and membership databases. (ie. EGBC, APEGA etc)
• Support management with calendar management, travel and accommodation arrangements, expenses and meeting minutes. 
• Operation Manager support as needed.
• Create consistency between offices for the Region. 
• Support/build Admin team morale and team building
• Work in a fast-paced environment under multiple deadlines and communicating with team leadership, project managers, staff, and clients 
• Guide and assist team members with meeting quality system requirements, including purchasing, document control, and record keeping
• Monitor Administrative team scheduling and assist as necessary to resolve scheduling conflicts and keep the team schedule up to date

Administrative duties (70%)

• Assist staff with planning meetings and events
• Assist with maintaining key external business relationships
• Contribute to improving processes and team workflows to promote efficiency and goodwill
• Document production including typing, formatting, and revisions of reports and general correspondence based on preset templates and styles. Working in Microsoft Word, Excel, PowerPoint and Adobe.
• Coordinate office Health, Safety & Environment requirements in partnership with the HSE team 
• Manage Office Reception, maintain office and kitchen supplies and organization, oversee Janitorial and other office vendors
• Coordinate incoming and outgoing mail, deliveries, and courier items
• Manage workloads for a team of administrative professionals and delegate tasks to team members
• Assist senior staff with management of travel and expenses

What you will bring to the team:

• Proven experience in administration and a confident team leader able to supervise staff working across the Region
• Confidence to identify areas for development and training of the Administrative team.
• Knowledgeable with all applications of Microsoft 365 Familiarity with Salesforce and SAP Concur would be an asset. 
• Document control experience is an asset, ensuring proper version control, naming of documents, and filing procedures
• Independently driven with the ability to make empowered decisions
• excellent prioritization, attention to detail, and task delivery skills are required
• Some flexibility regarding work hours is needed
• Willing to work in an office as an integral and resilient member of the Vancouver team. This is not a remote, work from home role

#LI-JR2

Take on some of the world’s toughest challenges - with everyone at GHD backing you every step of the way. 

We'll give you control over your career, empower you to find innovative solutions and help you create a lasting impact.

Our commitments anchor us to what is truly important. They give us insights into the best ways to partner with clients like you to solve the worlds biggest challenges. Commitment is how we grew from a small engineering practice in Melbourne, Australia, in 1928 into a global professional services company today with over 11,000 employees in 160 offices on five continents.
We stand shoulder-to-shoulder with you to make water, energy and communities sustainable for generations to come. This is a commitment for our children, your children, and all those who come after, and is the vision and the purpose behind all our efforts.