Administrative Assistant

Your difference is the difference

Do you love to develop and share great ideas? Do you believe your insights can drive people forward? Do you appreciate working with others and building on mutual successes? Perfect. We do, too.

As an employee-owned company, we foster a culture where our people can thrive – and by thrive, we mean a place where you can share your ingenuity, express your difference, and grow in your very own way. Whatever your area, no matter your grade, your unique skills and perspective will help drive change from operations to the C-suite, across a wide of range of projects and channels.

Are you ready to build a future that’s uniquely yours? Join our award-winning team and make a difference that defines you.

RVA’s Toronto office is seeking a professional, dynamic, Administrative Assistant for a unique opportunity.  The successful candidate will provide support to the Vice President, Principals, and a group of Engineers and Designers. 

Duties:

Support and coordinate a team of engineers and design professionals by:

• Tracking deadlines and following up with staff on mandatory training, events and QAP audits.
• Interacting with clients by phone, in person, and in writing.
• Preparation of correspondence and documentation including emails, reports, specifications, tenders, forms, meeting minutes, client invoices and project deliverables, among other things.
• Assistance with proposal preparation (for around 1-3M project costs) and quality assurance procedures.
• General clerical tasks including organization of files and maintain email and administrative materials.
• Compile accounting reports, meeting materials and updates for the Principals.
• Assistance in organizing database.
• Answer and respond to phone calls in a professional manner and assist with any necessary follow-up.
• Coordination of staff vacation and updating calendars.
• Make travel arrangements as required.
• Coordination of meetings, when required.
• Provide switchboard/reception relief, when required.
• Other tasks as required and appropriate for this position.

Qualifications: 

• Minimum College level diploma in office administration.

• 4-6 years of experience in a similar role.
• Previous experience in a professional services company is an asset.  Experience in an engineering, construction or architectural firm is preferred.
• Demonstrated advanced knowledge of MS Office Suite (Excel, Word, and PowerPoint, Outlook, and MS Teams). Previous experience with Word Styles is required. Experience with MS Project and Newforma is an asset.
• Superior English communication skills, both oral and written, with the ability to proofread and edit documents.
• Demonstrated ability to meet commitments in a fast-paced, deadline-driven environment.
• Must be professional, dependable, personable, and flexible.
• Self-starter with excellent organizational and time-management skills with an eye for details.
• Ability to handle confidential and sensitive information in an appropriate manner.

Your better starts here

We don’t settle for less, and neither should you. As it happens, offering great benefits to our people is entirely possible: the numbers work out. Happy teams mean happy clients. It’s just that simple. From recruitment to flexibility, learning to leadership, wellness to inclusion, we give our people the tools they need to outperform in their careers and build lasting connections with our clients, our culture, and each other.

• Competitive compensation packages and performance-based bonuses
• Health, paramedical, vision, and dental coverage
• A flexible vacation policy that lets you determine your time off based on your other responsibilities and needs
• Top-up plans for new and expecting parents
• Firm-paid holidays, summer and winter breaks, and other leaves of absence that cover everything from extra family time, jury duty, or even completing a degree
• RVA Group Pension Plan with match
• Global Travel Assist Program that provides emergency out-of-country medical protection for you and your eligible family members on personal and business trips
• Access to a variety of free services (e.g., employee and family assistance programs, nutrition advice, caregiver support) and employee discounts (e.g., sports and entertainment tickets, major brands, insurance plans)
• Flexible and alternative work arrangements around core hours, including telecommuting and work-from-home options

Diversity, Inclusion, and Accommodations:  

At RVA, we are committed to fostering a workforce that reflects the diversity of the communities in which we operate. RVA is an Equal Opportunity Employer that considers applicants without regard to age, race, colour, national origin, citizenship, sex, sexual orientation, religion, creed, marital status, disability, or any other protected status. If you require any special accommodations, please advise Human Resources. Any information received relating to accommodations will be treated as confidential.