Maderra is currently seeking a qualified individual for the position of Administrative Assistant in St. John's, NL.

Located in St. John's, NL, Maderra provides project management, project services, engineering, technical and personnel services to the Energy, Resource, and Commercial sectors. We are a progressive, people-powered, and energetic company, and our vision is that each member of the Maderra Team is empowered to control the success of the company.

Responsibilities:

• Perform administrative/clerical duties, including typing, filing, receptionist duties, etc.; 
• Organize and schedule project meetings, including preparing agendas, distribution of meeting notes, room/equipment setup, and acquiring refreshments, etc.,  
• Attend meetings and record minutes for distribution; 
• Organize and manage logistics for project-related events, such as workshops and site visits; 
• Coordinate travel plans, including booking flights, accommodations, and transportation for project teams; 
• Create, format, and proofread technical documents, reports, and presentations 
• Provide basic technical support, such as troubleshooting minor software or hardware issues; 
• Assist project teams with tracking project tasks, deadlines, and deliverables and setting up reminders to prioritize tasks; 
• Maintain electronic calendars for project teams, as requested; 
• Track inventory of office materials, equipment, and supplies and arrange replenishment; 
• Support document control and information management policies and procedures;  
• Assist the Project Coordinator with the tracking and recording of timesheets and invoices for embedded contractors; 
• Assist the Project Coordinator with the onboarding process for new project team members, including setting up accounts, providing orientation materials, and ensuring they have the necessary tools and access; 
• Assist the Project Coordinator with the planning and coordination of training sessions for team members, including preparing training materials and recording attendance records; 
• Provide department support in the absence of the Project Coordinator; 
• Proactively support a safety culture where "Nobody Gets Hurt;" and 
• Perform other administrative duties, as required. 

Requirements:

• Post-Secondary diploma in an administrative field or equivalent combination of education, training, and experience;  
• Five years of administrative experience in an engineering environment, filling a similar role on large capital projects with a focus on electric utility infrastructure and construction; 
• Proficiency with Microsoft Office Suite and Adobe Acrobat; 
• Experience working with SharePoint as a site administrator would be considered an asset; 
• Experience with Lotus Notes databases, email, and calendar tools; HP Content Manager; and JDE would be an asset; 
• Possess a high degree of knowledge of proper formatting and referencing; 
• Ability to guide personnel in the application of administrative processes and procedures; 
• Possess a strong service aptitude;  
• Effectively multi-task and manage workloads; 
• Ability to work in a fast-paced, deadline-oriented environment;  
• Quickly adapt to changing and/or conflicting prioritize work assignments, work independently, and take initiative; 
• Demonstrate discretion and confidentiality when dealing with documents; and 
• Excellent organizational and communication (both written and oral) skills.