Senior Administrative Assistant

Fluor is one of Canada's top employers and is recognized globally as a leader in the Engineering, Procurement, Construction, Fabrication, and Maintenance industry. Our focus on innovation and providing cost-effective technology-based solutions is second to none. As we look to the future, we need creative, ambitious, and innovative professionals who can help us fulfill our purpose to Build a Better World. Fluor team members are at the heart of our success in executing projects safely, thoughtfully, and with the highest quality. If you value teamwork, empowerment in your career, and are eager to champion innovative and sustainable solutions to our clients, this opportunity just may be for you! Job Description The Senior Administrative Assistant provides high-level administrative, operational, and coordination support to leaders and teams within the organization. Operating in a fast-paced corporate environment, this role serves as a key point of contact and is responsible for managing administrative processes, coordinating activities across multiple stakeholders, and ensuring the efficient day-to-day operation of the department. The successful candidate is highly organized, proactive, resourceful, and able to manage competing priorities while maintaining professionalism, confidentiality, and attention to detail. Key Responsibilities Provide comprehensive administrative support to leaders and teams, including calendar management, meeting coordination, travel arrangements, and expense reporting. Coordinate internal and external meetings, workshops, team events, and business functions, including logistics, catering, room bookings, agendas, and meeting materials. Prepare, format, proofread, and distribute business correspondence, presentations, reports, procedures, and other documentation. Manage departmental records, filing systems, SharePoint sites, distribution lists, and document retention in accordance with company policies. Act as a liaison between internal departments, leadership, clients, vendors, and external stakeholders to facilitate effective communication and timely follow-up on action items. Support budget administration activities, including invoice processing, purchase requisitions, purchase orders, tracking expenditures, and maintaining accurate records. Monitor and coordinate department administrative processes, identifying opportunities to improve efficiency and effectiveness. Assist in onboarding new employees, coordinating equipment requests, workspace setup, training schedules, and orientation activities. Support workforce-related activities such as organization charts, team communications, recognition initiatives, and departmental reporting. Coordinate and maintain departmental schedules, vacation calendars, and resource planning information. Handle sensitive and confidential information with discretion and professionalism. Provide backup support for administrative team members and contribute to special projects and initiatives as required. Maintain compliance with all applicable company policies, procedures, and standards. Other duties as assigned. Basic Job Requirements A combination of education and directly related experience equal to ten (10) years. Minimum 7-10 years of progressive administrative experience supporting senior leaders, departments, or business functions in a corporate environment. Demonstrated experience managing multiple priorities and stakeholders in a fast-paced environment. Advanced proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint. Strong organizational, planning, and time-management skills with exceptional attention to detail. Excellent written and verbal communication skills. Proven ability to exercise sound judgment, maintain confidentiality, and handle sensitive information. Strong customer-service orientation with the ability to build effective relationships across all levels of the organization. Ability to work independentl…

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