Administrative Assistant

Administrative Assistant

Under the direct supervision of the human resources manager or a member of the POC. This position provides administrative and secretarial support for the POC. In addition to typing, filing and scheduling, performs duties such as financial record keeping, payroll support, creating presentations and reports for the POC members, coordination of meetings and conferences, obtaining supplies, coordinating direct mailings, and working on special projects. Also, answers non-routine correspondence and assembles confidential and sensitive information. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize and organize diversified workload, recommends changes in office practices or procedures.

About Linamar/McLaren Engineering

Linamar Corporation is a Canadian diversified global manufacturing company of highly engineered products across global industries and markets. From the entrepreneurial seeds planted by our dynamic founder, to the support provided along the way, all Linamar employees are poised for success in this fast-paced and rapidly growing environment. With access to the tools you need to succeed, you will make an impact along with other motivated and engaged employees.

McLaren Engineering, the engineered products division of Linamar Corporation, is a company focused on the design, development and testing of advanced automotive driveline and powertrain systems.

Key Accountabilities:

·        Support, Foster, Promote and Demonstrate Linamar’s Core Values and Leadership Behaviors.

·        Maintain balance between customer, employee and financial satisfaction by maximizing facility/department Performance Indicators to align to Linamar’s Stepping Stool of Success Strategy.

·        Support and maintain department lean initiatives as set out in LPS system requirements.

o   Maintain department 5S requirements. Support and maintain department lean initiatives as set out in LPS system requirements

·        Schedules and organizes complex activities such as meetings, travel, conferences and department activities for the POC (Plant Operating Committee) members.

·        Performs desktop publishing. Creates and develops visual presentations for the POC members.

·        Establishes, develops, maintains and updates filing system for the POC. Retrieves information from files when needed. Establishes, develops, maintains and updates library of trade journals and magazines.

·        Organizes and prioritizes large volumes of information and calls.

·        Takes messages or answers all routine and non-routine questions. Works in cooperation with other assistants to cover phones.

·        Welcomes incoming visitors. Maintains a visitor log.

·        Sorts and distributes mail. Drafts written responses or replies by phone or e-mail when necessary. Responds to regularly occurring requests for information.

·        Works independently and within a team on special nonrecurring and ongoing projects. Acts as project coordinator for special projects, at the request of the POC, which may include: planning and coordinating multiple presentations, organizational charts, spreadsheets, coordinating direct mailings, creating brochures.

·        Types and designs general correspondences, memos, charts, tables, graphs etc. Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.

·        Supports POC members in variety of financial activities to include: documenting credit card expenses to finance.

·        Supports Payroll Department by inputting labor hours into the system.

·        Responsible for collecting and maintaining non-disclosure agreements.

·        Performs contractors and visitors orientation.

·        Responsible for performing 5S audits.

·        Acts as a coordinator with building maintenance activities.

·        Coordinates activities with vendors (vending machines, coffee machines).

·        Assists in company events, customer visits; responsible for ordering lunches, getting conference rooms ready before and after the meetings.

·        This job description is intended to convey information essential to understanding the scope of this position and it is not intended to be an exhaustive list of skills, efforts, duties, responsibilities or working conditions associated with the position. Duties, responsibilities and activities may change at any time with or without notice.

Minimum Requirements:

·        Associate degree in Business or Administrative field or HS diploma and 10 years of related experience is required.

·     Computer savvy with strong MS Office skills.

·     Proven project management, analytical organizational skills, and technical capacity.

Desired Characteristics:

·        Able to work well under pressure in a fast paced environment and exercise sound judgment and discretion.

·        Demonstrate a high level of creativity, motivation, and positive energy. Thoroughness.

·        Fast learner; able to pick up new technology quickly.

·        Collaboration skills.

·        Communication proficiency.

·        Flexibility.

Why Linamar/McLaren Engineering:

·        Opportunities for career advancement

·        Tuition assistance

·        Great benefits and competitive pay

·        Time off