Job Overview:
Senior Administrative Assistant – Safety Team Support
We are looking for a highly organized and detail-oriented Senior Administrative Assistant to support our safety team and ensure the smooth operation of our daily activities. This role will involve a variety of tasks, including correspondence preparation, calendar management, meeting coordination, document control, and financial processes, among others.
The ideal candidate will have strong interpersonal communication skills, an ability to work collaboratively with employees and contractors, and a proactive approach to suggesting improvements where necessary. In addition, you should possess excellent attention to detail, experience with administrative support, and proficiency in Microsoft Office Suite, as well as familiarity with industry-specific programs like Bluebeam, Pro-core, Prolog, and VEO.
Key Responsibilities:
- Correspondence & Documentation: Prepare and manage correspondence in multiple formats, including reports and presentations. Support the safety team by maintaining accurate logs (e.g., safety metrics, incident logs, and violation logs).
- Meeting Coordination: Organize and schedule meetings, take meeting minutes, and ensure all necessary materials are prepared and distributed.
- Calendar Management: Manage safety team calendars, including safety training schedules and other related appointments.
- Project Support: Assist with project controls, document control, and the creation of detailed reports for both safety programs and individual projects. This includes compiling monthly PowerPoint presentations.
- Email & Phone Support: Manage the TDG-Safety email account, answer phone calls, and respond to inquiries promptly and professionally.
- Timesheet Review: Review and validate employee timesheets for accuracy before submission.
- Office Management: Oversee office supplies and equipment, including ordering, picking up, and ensuring machines (copiers, printers, etc.) are functioning.
Key Skills & Experience:
- Attention to Detail: Proven ability to manage detailed data processing and ensure tasks are completed accurately.
- Communication Skills: Strong written and verbal communication skills, with an ability to produce clear, concise reports and interact positively with staff and contractors.
- Technical Proficiency: Familiarity with Microsoft Office Suite, Bluebeam, Pro-core, Prolog, VEO, and SharePoint.
- Flexibility & Adaptability: Ability to quickly adjust to new tasks or changing priorities, with a willingness to take on additional responsibilities as needed.
- Experience: 15+ years of administrative assistant experience, ideally within airport operations, safety, or inspection environments.
Education:
- Post-secondary education, preferably in communications or a related field.
If you are a dedicated administrative professional with a knack for organization and a passion for supporting safety initiatives, we encourage you to apply for this role and join our dynamic team
