Administrative Assistant

Keystone Environmental is a dynamic and rapidly expanding environmental consulting firm located in Burnaby, BC. Voted as one of Canada’s top 100 small and medium employers for six consecutive years and certified as a “Great Place to Work” in 2024, we pride ourselves on providing a fun, challenging and supportive environment that allows our people to achieve their professional objectives and goals while enjoying the journey along the way. Keystone Environmental offers a very competitive compensation and benefits package as well as a supportive and dynamic work environment designed to enhance employee experience and engagement.

We are seeking an experienced “administrative assistant” to join our ever-growing team of dedicated professionals.

The successful applicant will be able to handle a variety of office duties including but not limited to the following:

• Providing support to managers and employees, assisting in daily office needs and general administrative activities including but not limited to filing, printing, copying, scanning, and binding company documents and other materials.
• Answering administrative questions and passing along unresolved issues to management.
• Coordinating meetings, conference calls, video conferences, live meetings, and organizing required materials.
• Leading or supporting a variety of projects ranging from small and straightforward to large and complex.
• Setting up and maintaining internal databases (computerized information filing systems) for accuracy on an ongoing basis.
• Maintaining the effective operation and upkeep of the office equipment, including photocopier, fax machine, printers, computers, and telephones.
• Printing production for a variety of professional reports using specialized software, collating, and binding.
• Monthly drafting, formatting, and distributing invoice cover letters for multiple PMs.
• Overseeing the company cell phone fleet which includes assignments, adding travel plans, handling broken/lost devices, and liaising with the service provider.
• Assisting with staff arrivals/departures and providing orientations to new employees.
• Assisting with the in-house digitization project and retrieving project documentation from off-site storage. Updating and maintaining inventory spreadsheets.
• Attending various meetings both virtually and in person to provide minutes as needed.
• Assisting with the creation of marketing material including brochures, blog posts, social media, and e-newsletters.
• Assisting in corporate event planning and execution including internal events (social committee) as well as client events.
• Shared Reception Coverage (as a backup to the Receptionist) Responsibilities including but not limited to:
• Answering and screening calls and taking messages.
• Greeting clients and other guests.
• Managing and triaging incoming and outgoing email, mail, faxes, and local couriers and other material and coordinating the flow of information.
• Ordering office supplies and maintaining inventory.
• Issuing building maintenance requests and following up for completion.
• Document Formatting Coverage:
• Formatting and compiling reports, proposals, and correspondence using MS Word, Excel, and Adobe Pro including reports, memos, and client correspondence with bookmarks and attachments of various types.
• Other duties and projects as assigned.

The successful applicant will have:

• A post-secondary diploma in Office Administration will be given preference.
• Previous experience within a dynamic administrative team will be given preference.
• 2 to 4 years of experience providing administrative support.
• Experience in a professional services or engineering consulting firm would be considered an asset.
• Advanced skills with MS Office (Outlook, Excel, PowerPoint) and Adobe PDF.
• Knowledge of Illustrator, Nuance PDF, Photoshop, WordPress, Social Media, and/or Mailchimp considered an asset.
• Extremely organized, excellent coordination & collaboration skills, superior oral and written communication skills, strong proficiency in English.
• Ability to quickly learn proprietary software.
• Ability to handle confidential material and situations with tact and discretion.
• Outstanding organizational skills, unparalleled attention to detail, strong judgement, and unwavering commitment to maintaining confidentiality.

Keystone Environmental offers a very competitive compensation and benefits package with a supportive and dynamic work environment designed to enhance employee experience and engagement.

All interested and qualified candidates are encouraged to apply with their resume and cover letter referencing “Admin Assistant” in the subject line. We thank all candidates for their interest; however, only those selected for an interview will be contacted.

To learn more about our Company, please visit us at www.keystoneenvironmental.ca