Site Administrative Assistant

Project

The Woodfibre LNG Project is located approximately 7 km west-southwest of Squamish, British Columbia. It involves the construction and operation of a liquefied natural gas (LNG) export facility on the previous Woodfibre pulp mill site, which would have a storage capacity of 250,000 m3 and would produce approximately 2.1 million tons per year of LNG.

Woodfibre Management Ltd. is a privately held Canadian company based in Vancouver and a subsidiary of Pacific Energy Corporation Limited.

Position

The –Site Administrative Assistant is an integral part of Woodfibre LNG’s dynamic team. You will be responsible for performing administrative and other support duties for our team and be responsible for the smooth, safe, and efficient work of our operations team in our Vancouver office and on site in Squamish.  The successful candidate reports directly to the Operations Day Superintendent and will play an essential part in supporting the company’s Operations Team.

Key Responsibilities:

The successful applicant will:

• Be the first point of contact for all vendors, partners, and visitors to the office.
• Prepare monthly internal and external reporting as required.
• Maintain highly confidential information for the business, team, or leadership and ensure information is handled appropriately.
• Schedule and coordinate meetings, meeting materials, IT resources and refreshments in support of smooth and efficient meeting facilitation.
• Organize and manage international multi-leg travel through a travel agent.
• Manage team leaders’ records and business expenses, and ensure invoices and bills are promptly paid.
• Respond to inquiries or refer them to the appropriate destination.
• Attend key leadership meetings, captures actions and follow-up on take always and key deliverables.
• Participate as a member of committees or project teams as requested or as appropriate to the role.
• Oversee and arrange company-wide events and town halls as necessary.
• Provide personal assistance from time to time on a necessary basis.
• Ensure the office is clean, tidy, and prepared to support our team members.
• Proactively maintain office supply inventory, coordinate name card and office supplies ordering
• Facilitate between local and overseas offices for admin support and approvals.
• Manage couriers.
• Support in the logistics and coordination support for events, e.g. prepare and send invitations, as well as prepare materials (having schematics / storyboards printed etc.)
• Provide relief for and support administrative assistants of other departments.
• Assist operations readiness teams in the preparation of presentation materials and documentation.
• Process purchase requisitions for operations goods and services through SAP.

Required Experience

• Minimum of Highschool Diploma with five (5+) or more years of directly related experience.
• Proofreading, editing, and finalizing all correspondence, briefing notes, policies, reports and presentations
• Excellent skills in Office 365, MS Teams, MS Visio, Share Point, DocuSign, Adobe Acrobat, and internet searching tools.
• Ability to work different schedules while in Vancouver and Squamish:

Additional Requirements

• Experience working with large multi-disciplinary teams and contractors in a multicultural environment is an asset.
• High level of judgement and attention to detail, able to anticipate the needs of the team and respond in a fast-paced environment.
• Ability to handle and maintain confidential company information.
• Accepts responsibility and demonstrates a commitment to the delivery of tasks and targets.
• Ability to professionally manage requests from internal and external stakeholders.
• Exceptional written and verbal communication skills.
• Ability to work well under pressure, handle multiple tasks, and change priorities within tight time frames.
• Energetic in pursuit of continuous improvement.
• A valid driver’s license and passport.
• Must be legally entitled to work in Canada.
• The position is based in Squamish, BC (Project Site), with an initial stay period at the Vancouver office.

Application Guidelines

Please submit your application here.

Please note only qualified candidates legally entitled to work in Canada will be contacted.

Woodfibre Management Ltd. is an equal-opportunity employer.

Thank you in advance for your interest!