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Administrative Assistant (Entry Level)

Ottawa, ON
Full Time
7 days ago
ERM is seeking a hands-on Bilingual (French/English) Administrative Assistant to provide high-quality administrative, business development and project support in our Ottawa office. We are seeking an organized administrative professional to apply self-initiative and a positive team attitude to support our Partners, Project Managers and Consultants, and contribute to the efficient operation of ERM's Eastern Canada operations. This is a full-time position and an excellent opportunity for an administrative professional looking to join a well-positioned global environmental and sustainability leader in an exciting and growing industry.


The Administrative Assistant is an integral member of the Administrative Team at ERM and is responsible for contributing to the effective operation of the Ottawa office, as well as other Eastern Canada offices, and supporting the business development needs of consulting staff.

  • Perform quality formatting of large complex reports, presentations, training materials, marketing materials and proposals
  • Coordinate and review proposals, reports, promotional and/or training materials (photocopying, arranging for printing, etc.)
  • Print and/or scan documents, archive/file records, as requested
  • Schedule conference calls and/or web conference meetings (via MS Teams and/or Zoom)
  • Make travel arrangements and/or re-direct travel arrangement requests to travel agent
  • Support the design and collation of electronic surveys (Survey Monkey and/or MS Forms)
  • Track events of interest to the company and complete event registrations for staff (with support from interns)
  • Manage subscriptions (order and maintain subscriptions list)
  • Oversee the management of contacts, create and maintain mailing lists and campaigns in various platforms
  • Input and management of sales opportunities and contracts into Salesforce
  • Assist with the tracking table for CO2 and other sustainability reporting metrics (with support from Sr. Admin)
  • Assist with computer applications, troubleshoot minor IT issues, assist with setting up video conferences for office meetings (via MS Teams and/or Zoom)
  • Compile reports pertaining to expenses, timesheets and other reports as needed on a weekly basis
  • Assist with organization of both internal and external events, workshops, meetings (logistics, catering, etc.)
  • Coordinate office maintenance requests with property manager
  • Provide backup support for inputting new project information into web-based platforms and systems and running project reports
  • Learn about the consulting business and apply this knowledge in client/colleague interactions
  • Support internal corporate roles such as Social Committee, Health & Safety and Events

  • Support front desk responsibilities by promoting a professional and organized presence
  • Answer and direct incoming general inquiry phone calls, take messages, use voice mail technology
  • Maintain general inbox and indicate any potential opportunities to appropriate staff members
  • Greet and direct all visitors, and provide health and safety (including COVID-19) briefing
  • Maintain and set up desk spaces for employees and office visitors
  • Maintain orderly and clean appearance in the reception area, photocopy room, meeting room/lounge and kitchen, including ordering office supplies
  • Distribute incoming mail, handle outgoing mail, prepare for courier services
  • If secret-cleared, receive and send documents under our security clearance
  • General administrative support to other offices in Eastern Canada

  • High school diploma required
  • A diploma in Office Administration or related field is required
  • 1-2 years of administrative experience in a fast-paced organization
  • Detail oriented with a strong work ethic while maintaining a high level of professionalism and discretion at all times
  • Strong communication skills (both verbal and written)
  • Excellent time management and organizational skills
  • Excellent ability to multi-task, adapting to challenging deadlines and manage competing priorities
  • Ability to follow instructions and proactively approach project managers or others with questions and/or to seek clarification
  • Strong computer skills including Microsoft Office (SharePoint, OneDrive, Teams, Outlook, Word, Excel, PowerPoint), and Adobe
  • Ability to provide the highest level of customer service to both internal and external clients
  • Highly motivated and flexible individual who can work independently as well as in a team
  • Bilingualism in French/English is required

Who We Are:

As the largest global pure play sustainability consultancy, we partner with the world's leading organizations, creating innovative solutions to sustainability challenges and unlocking commercial opportunities that meet the needs of today while preserving opportunity for future generations.

At ERM we know that creating a diverse, equitable and inclusive work environment is an essential part of making our company a great place to build a career. We also see our diversity as a strength that helps us create better solutions for our clients. Our diverse team of world-class experts supports clients across the breadth of their organizations to operationalize sustainability, underpinned by our deep technical expertise in addressing their environmental, health, safety, risk and social issues. We call this capability our "boots to boardroom" approach for its comprehensive service model that allows ERM to develop strategic and technical solutions that advance objectives on the ground or at the executive level.

Please submit your resume and brief cover letter. Based on review of these responses, shortlisted candidates will be invited for interviews.

ERMwelcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.

ERM is an equal opportunity employer.All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, age, status as a protected veteran, or status as a qualified individual with disability.

ERM does not accept recruiting agency resumes. Please do not forward resumes to our jobs alias, ERM employees or any other company location. ERM is not responsible for any fees related to unsolicited resumes.

Thank you for your interest in ERM!