Administrative Assistant

At EXP, we know that great experiences start with the right people. We believe that work should be challenging, and the challenge should be fun. We also believe that exponential possibilities are more likely to occur with a respectful, satisfying and empowering company. We value and respect our employees - their experience and expertise as well as their energy, passion and diversity - and their innovative approach to work and to life.

Your Challenge

EXP’sMarkham office is currently seeking an experienced Administrative Assistant,to join our team on a full-time basis. Reporting to the Senior Vice President, Buildings the successful candidate will be joining a fast-paced and rapidly expanding group.

Your Responsibilities

• Carry the general administration assistant work for the sector operation
• Assist the managers on creating letters, drafting fee proposals, signing contract and document submissions
• Provide support to technical staff on writing assignments such as specification, reports and studies (the work will be non-technical related, and no previous knowledge is required)

• Be the first point of contact for the business development activities including marketing the services, developing client base, and pursuing opportunities.
• Manage a client database and collaborate with the team leads and project managers to establish contact and organize client liaisons
• Work with the Team Leads to strategically position to pursue new opportunities and take initiatives
• Manage proposal templates, samples and content, for different services offered by the building science practice, project profile sheets, and resumes of resources
• Coordinate and/or prepare proposals as requested
• Coordinate with marketing, and if required, prepare large proposals by ensuring the proposal response addresses the requirements of the request for proposals, including response to evaluation criteria, project profile sheets, resumes/CVs, fee schedules, contract documents, insurance documents etc
• Maintain the list of standing offer agreements, associated forms, submission, renewals etc
• Manage and participate BD related meetings and discuss the opportunities, ongoing pursuits and client activities
• Assist with preparation of presentations and meeting materials
• Provide back-up support for other admins , as requested by the Directors, Team Leads, and Senior Administrative Assistant such as data entry, copying, collating, emailing documents both internally and to clients, filing, document retrieval, scheduling coordination of meeting rooms, mailings, information gathering, word processing, transcription and document binding, document scanning, answer telephone, and direct calls efficiently or take accurate messages where appropriate
• Maintain confidential records and files
• Provide back-up/break coverage for switchboard/reception and customer service assistance to employees and clients of the office. This includes greeting visitors to the office and handling mail/couriers
  

The Skills, Knowledge and Abilities We Seek

• Must have at least 3-5 years of experience in business development, and detail-orientated proposal preparation administrative work
• Bachelor’s degree in English Literature/Communications is required
• Must have strong creative writing, editing and proofreading ability including grammar and sentence structure
• Committed to providing exceptional client service
• Strong people skills, and the ability to work with a wide variety of staff and clients
• Ability to communicate accurately and effectively both orally and in writing
• Skilled in preparing clear and concise correspondences, communications, and other written materials
• Exceptional organizational, time-management, and strong attention to detail skills
• Ability to maintain a filing system and accurate records
• Must be able to meet deadlines, multi-task, prioritize, organize, and perform multiple work assignments simultaneously and able to work under pressure
• Ability to perform assigned responsibilities with minimal supervision, work independently and in a team setting
• Professional, self-motivated, ready to take initiative and able to thrive in a fast-paced and deadline-oriented environment
• Must have a valid driver’s license and own vehicle
  

For the protection of our staff and to meet the needs of our clients, our group has introduced a mandatory vaccine policy. Candidates will be required to show proof of being fully vaccinated against COVID-19 upon commencing employment