Administrative Assistant

Job Title: Administrative Assistant IILocation: Thunder Bay, ONWork 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.).