Location: North York, ON – Hybrid (2-3 days on-site per week)
Contract Duration: 12 months with a possibility of extension (up to an additional 2 years)
Working Hours: Monday to Friday, 35 hours per week
Job Title: Engineering Administrative Secretary
Position Summary
We are seeking a highly organized and detail-oriented Engineering Administrative Secretary to provide administrative and secretarial support to the Director, Systems Integration. This role plays a critical part in supporting the day-to-day operations of the Engineering Design Division by coordinating communications, managing documentation, tracking key activities, and ensuring efficient administrative processes.
The successful candidate will work closely with internal teams and stakeholders, supporting reporting, document control, scheduling, records management, and divisional coordination activities within a fast-paced engineering environment.
Key Responsibilities
Administrative & Operational Support
- Provide comprehensive administrative support to the Engineering Design Division and Director, Systems Integration.
- Monitor and communicate daily attendance status for division staff.
- Coordinate and administer submittal review processes, including maintaining tracking tools, scheduling review meetings, managing review assignments, and tracking closures.
- Maintain the Director’s calendar, digital dashboard, and document repositories using Outlook and SharePoint.
- Schedule meetings, coordinate attendance, and arrange conference room bookings.
- Liaise with internal and external stakeholders regarding routine administrative matters.
Documentation & Communication
- Prepare, format, edit, and distribute reports, presentations, correspondence, and communication materials.
- Review and proofread documentation to ensure accuracy, consistency, and completeness.
- Track documents and records through approval workflows and follow up on outstanding actions.
- Maintain organized electronic and confidential filing systems, including employee performance documentation.
- Review incoming correspondence and identify priority matters requiring management attention.
Reporting & Records Management
- Assist in the preparation and compilation of Engineering Progress Reports.
- Maintain historical records and documentation in accordance with departmental requirements.
- Compile, process, and validate data while ensuring accuracy and adherence to established procedures.
- Support the distribution, acknowledgement, filing, and SharePoint uploading of safety-related documentation, including:
- Job Safety Analyses (JSA)
- Task Hazard Reviews (THR)
- Safety Talks
- Safety Advisories
- Safe Notices
Coordination & Training Support
- Coordinate training activities and provide administrative support for staff development initiatives.
- Provide guidance and assistance to Systems Integration Division personnel as required.
- Support divisional activities and special assignments as directed by management.
Qualifications & Experience
Required Qualifications
- Post-secondary diploma or university degree in Office Administration, Business Administration, or a related field, or an equivalent combination of education, training, and experience.
- 3–5 years of administrative or office management experience.
- Familiarity with engineering terminology and engineering-related documentation.
- Strong organizational, time management, and multitasking skills.
- Exceptional attention to detail and accuracy.
- Excellent written and verbal communication skills.
- Strong analytical and problem-solving abilities.
- Ability to manage confidential information with discretion.
Technical Skills
- Advanced proficiency with:
- Microsoft Office Suite (Excel, Word, PowerPoint, Outlook)
- Adobe Acrobat
- SharePoint
- Microsoft Visio
- Ability to generate professional reports, presentations, and documentation.
- Knowledge of administrative policies, procedures, and records management practices.
Preferred Qualifications
- Experience providing administrative support within an engineering, construction, infrastructure, or technical environment.
- Canadian Certified Administrative Professional (CCAP) designation from the Association of Administrative Professionals (AAP).
Pay: $30.00-$50.00 per hour
Ability to commute/relocate:
- North York, ON: reliably commute or plan to relocate before starting work (required)
Education:
- Bachelor's Degree (preferred)
Experience:
- Office Administration: 4 years (preferred)
- Engineering Industry: 1 year (preferred)
Work Location: Hybrid remote in North York, ON
