Sr. Administrative Assistant

• Proactively manages the appointments and other time commitments of 49North Leadership using MS Outlook, with attention to urgency, nature of requests and time constraints.
• Records meeting minutes and tracks actions from meetings.
• Coordinates the logistics for Leadership’s customer/business visits (e.g. catering, room bookings, dinner reservations, etc.).
• Maintains management & proposal files.
• Coordinates basic computing & software needs for supported departments.
• Arranges for and conducts new employee on-boarding (e.g. equipment/ access requests and office allocation).
• Coordinates travel arrangements (e.g. flight, accommodations, ground transport) working with travel partners.

• Business visits including domestic and international travel
• Conference registration & related travel arrangements
• Prepares expense claims and facilitates approval workflows.
• Organizes team events including business offsite meetings, retirement celebrations, etc.
• Orders and distributes SWAG, awards (e.g. Length-of-Service), etc.
• Maintains team travel and vacation calendars, as applicable.
• Opens and distributes daily mail received for Leadership.
• Answers and screens Leadership’s telephone calls, directing and answering inquiries as appropriate.
• Drafts correspondence as applicable.
• Facilitates cross-departmental workflows (i.e. reviews and approvals).
• Reviews letters and presentations in accordance with relevant guidelines.
• Attends all Admin meetings and team meetings as required
• Liaises with other company departments (e.g. Marketing, Purchasing, Accounting etc.)
• Provides limited data management assistance within a SharePoint environment.
• Prepares summary communication materials (e.g. Lobbyist Reports, briefing materials) as required.
• Assists travelling employees as they conduct business abroad, e.g. keeping travel profiles current, coordinating changes in travel arrangements.
• Follows MDA Space (49North) company policies, procedures, and best practices as applicable.
• Assists Project Teams with miscellaneous tasks as required.
• Assists Department Accountants as required.
• Shows commitment to ongoing learning and professional development.
• Applies sound financial principals in the prudent use of the resources available.
• Demonstrates initiative and ingenuity with a strong commitment to contributing meaningfully within a team environment.
• Performs other duties as assigned or required by Leadership.

• Minimum 5 years office experience providing administrative support.
• Strong in the use of MS Office/365 suite of applications (Word, Excel, PowerPoint, etc.)
• Proven organizational skills.
• Proven ability to work with little or no supervision, to work independently and to resolve administrative issues/problems as they arise.
• Ability to work under pressure, to handle interruptions.
• Proven ability to prioritize workload and find a way to handle multiple simultaneous demands through to completion, with minimal direction or supervision.
• Ability to maintain the confidentiality of highly sensitive information using excellent judgement, diplomacy, and discretion.
• Significant experience with the following is considered an asset:

• Salesforce data entry and records maintenance
• SharePoint administration and records maintenance
• MS Visio use in depicting, e.g., workflows
• Flexibility to meet and adapt to changes in organizational priorities.
• Ability to communicate effectively both verbally and in writing.
• Ability to work the required hours /week: 40
• Available to work extra hours on short notice.
• Proficient in the English language.

MDA