Job Description

: Administrative Assistant II
Overview:
Provides comprehensive administrative support to a department or individual, ensuring smooth day-to-day operations and assisting with special projects as needed. This position would typically include senior Administrative Assistant who is able to manage, train and mentor other office staff, lead projects, handle confidential and sensitive data. Nature of the job is generally creating rather than maintaining and developing rather than monitoring.
Key Responsibilities:

• Perform general administrative tasks including typing, filing, answering phones, scheduling, calendaring, and record keeping.
• Coordinate meetings and conferences; prepare agendas and take notes during meetings.
• Manage office supplies: order stationery, maintain inventory, and distribute materials.
• Handle incoming and outgoing mail; sort and distribute as required.
• Assist with special projects involving data recording, compiling, retrieving, reporting, and analysis.
• Prepare and send meeting invitations for site events; arrange catering and lunches for meetings.
• Print and distribute regular site materials (e.g., PSMS forms, posters).
• Process annual PPE and boot allowance forms for site personnel.
• Create and manage material requisitions; follow up with vendors regarding delayed or misdirected shipments.
• Ship packages using carriers such as Purolator, FedEx, and Buffalo Air.
• Maintain PM01 requests and update OneNote records.
• Manage filing and record retention through Iron Mountain.
• Perform data entry tasks, including scanning and processing PDM forms.

Qualifications:

• Ability to multi-task and prioritize effectively in a fast-paced environment.
• Strong communication and organizational skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Works independently with moderate supervision; can identify issues and escalate when necessary.
• Must have experience in SAP

Spirit Omega is committed to a diverse and inclusive workplace. We welcome applications from anyone, including members of Indigenous peoples, Women, visible minorities, persons with disabilities, persons of minority sexual orientations and gender identities, and others with the skills and knowledge to productively engage with diverse communities.
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Skills Required