Administrative Associate (Entry Level)

The Administrative Assistant is an integral member of the Administrative Team at ERM and is responsible for contributing to the effective operation of the Ottawa office, as well as other Eastern Canada offices, and supporting the business development needs of consulting staff.

RESPONSIBILITIES:

• Reception
  • Support front desk responsibilities by promoting a professional and organized presence
  • Answer and direct incoming general inquiry phone calls, take messages, use voice mail technology (MS Teams)
  • Greet and direct all visitors, and provide health and safety briefing
  • Maintain and set up desk spaces for employees and office visitors
  • Maintain orderly and clean appearance in the reception area, photocopy room, meeting rooms and kitchen, including ordering office supplies
  • Distribute incoming mail, handle outgoing mail, prepare for courier services.
  • If secret-cleared, receive and send documents under our security clearance
  • Provide general administrative support to staff in Ottawa and other offices in Eastern Canada Administration
• Administration
  • Assist with organization of internal/external events, workshops, meetings (logistics, catering, etc.)
  • Schedule conference calls and/or web conference meetings (via MS Teams and/or Zoom)
  • Coordinate office maintenance requests with property manager
  • Lead office-specific health and safety initiatives and be an active member of OHS committee
  • Support travel arrangements and/or re-direct travel arrangement requests to travel agent
  • Create expense reports for Partners
  • Compile reports pertaining to expenses, timesheets and other operational reports as needed on a weekly basis
  • Perform quality formatting of large complex reports, presentations, training materials, marketing materials and proposals
  • Print and/or scan documents, archive/file records, as requested
  • Support the design and collation of electronic surveys (Survey Monkey and/or MS Forms)
  • Track events of interest to the company and complete event registrations for staff
  • Oversee the management of contacts, create and maintain mailing lists and campaigns in various platforms
  • Assist with the tracking of sustainability reporting metrics
  • Support internal corporate roles such as the Government of Canada Security Program as an Alternate Company Security Officer, Social Committee, Health & Safety and Events

 SKILLS AND ATTRIBUTES:

• High school diploma, Diploma in Office Administration or related field is required
• 1-2 years of administrative experience in a fast-paced organization
• Ability to obtain security clearance for Government of Canada due to our Ottawa office needing facility security clearance and this role requiring the ability to provide support for the ERM’s Security Program.
• This role will include providing administrative support to operate the program including processing personnel clearances, managing files and documentation and supporting activities in to maintain the office’s security clearance status (e.g. coordinating audits). Training will be provided to support you in this role
• Bilingualism in French/English is an asset
• A detail-oriented individual with a strong work ethic while always maintaining a high level of professionalism and discretion
•  Strong communication skills (both verbal and written)
• Excellent time management and organizational skills
• Excellent ability to multi-task, adapting to challenging deadlines and manage competing priorities
• Ability to follow instructions and proactively approach project managers or others with questions and/or to seek clarification
• Strong computer skills including Microsoft Office (SharePoint, OneDrive, Teams, Outlook, Word, Excel, PowerPoint), and Adobe
• Ability to provide the highest level of customer service to both internal and external clients
• Highly motivated and flexible individual who can work independently as well as in a team.

Who We Are:

As the largest global pure play sustainability consultancy, we partner with the world’s leading organizations, creating innovative solutions to sustainability challenges and unlocking commercial opportunities that meet the needs of today while preserving opportunity for future generations.

At ERM we know that creating a diverse, equitable and inclusive work environment is an essential part of making our company a great place to build a career. We also see our diversity as a strength that helps us create better solutions for our clients. Our diverse team of world-class experts supports clients across the breadth of their organizations to operationalize sustainability, underpinned by our deep technical expertise in addressing their environmental, health, safety, risk and social issues. We call this capability our “boots to boardroom” approach for its comprehensive service model that allows ERM to develop strategic and technical solutions that advance objectives on the ground or at the executive level.

Please submit your resume and brief cover letter. Based on review of these responses, shortlisted candidates will be invited for interviews.

ERM does not accept recruiting agency resumes. Please do not forward resumes to our jobs alias, ERM employees or any other company location. ERM is not responsible for any fees related to unsolicited resumes.

ERM is proud to be an Equal Employment Opportunity employer. We do not discriminate based upon race, religion, color, national origin, gender, sexual orientation, gender identity, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics. 

Thank you for your interest in ERM!