Project Administrator II

Title: Project Administrator II
Duration: 1 year
Location: North York, ON & Chatham, ON
 
Administration:

• Manage and monitor the engagement mailbox, creating entries within the database system.
• Review and draft letters to support engagement within First Nations communities.
• Attend and take minutes during meetings.
• Support the coordination of meetings and engagement activities with Indigenous groups.
• Assist in tracking community commitments, action items, and follow-up activities arising from engagement meetings.
• Maintain contact databases and distribution lists for Indigenous Nations, community groups, and stakeholders.
• Prepare and format presentations, briefing notes, meeting materials, and correspondence.
• Coordinate internal communications and team updates.
• Support document review and quality assurance for external communications.

Corporate Citizenship Support and Event Coordination:

• Support sponsorship applications for local communities and Indigenous groups, guiding both external applicants and internal team members through the company's Corporate Citizenship process.
• Coordinate community events to foster engagement and enhance brand reputation.
• Order promotional materials, maintain inventory, and ensure availability for events.
• Manage event logistics such as booking hotels, catering, venues, and payments.

Compliance & Documentation:

• Review and edit engagement logs for accurate records and reporting.
• Oversee meeting minute reviews, coordinating with employees and consultants for timely finalization and distribution.
• Assist with maintaining the team SharePoint site and records management.
• Support regulatory filings by organizing consultation records, correspondence, and supporting documentation.
• Assist with the preparation and quality control of consultation summaries, reports, presentations, and briefing materials.
• Maintain project files and records in accordance with regulatory and records management requirements.

Team Support:

• Maintain the team’s shared calendar and SharePoint site access.
• Submit and manage vendor onboarding.
• Collaborate with project teams, external consultants, as well as the internal Community and Indigenous engagement team.
• Attend regular project meetings (weekly) and team meetings (monthly).
• Attend ad hoc event planning meetings.
• Arrange building access or register guests for WIFI access or book rooms for consultation.

Knowledge, Skills and Abilities:

• Relevant education and a minimum of 3 years’ experience in the administrative field; or an equivalent combination of education and experience.
• Intermediate to High level of experience; proficient with the Microsoft Office Suite, SharePoint, Internet navigation, email, and general computer use.
• Strong interpersonal and communication skills.
• Above-average organization and planning skills.
• Ability to learn tasks quickly and become efficient in a short period of time.
• Self-starter, proactive, and self-motivated.
• Excellent time management skills and the ability to prioritize competing demands.
• Ability to perform work with constant interruptions and minimal direct supervision.

 
 
At SPECTRAFORCE, we are committed to maintaining a workplace that ensures fair compensation and wage transparency in adherence with all applicable state and local laws.The pay rate for this position is C$26.84/hr.