Title:  Administrative Assistant, Operations

Administrative Assistant, Operations 

Reference #24746

Waterdown, Ontario

About the Role

Performs general administrative support tasks within Operations, including functional areas not limited to, Manufacturing, Quality, Operations Engineering, Service Operations, and Health and Safety. Prepares documents, spreadsheets, reports and presentations. Creates and/or maintains appropriate logs, databases, inventories, filing (hard or soft copy), status reports/tracking. May perform some research or data analysis tasks. Manages correspondence and the Director’s calendar.  Will schedule and coordinate meetings, business travel and other events.

Primary Responsibilities 

• Anticipate and highlight key points for action for the Head of WESCAM Operations
• Support cross functional activities with individuals at all levels in a fast paced environment
• Help manage departmental communications to internal and external key stakeholders
• Prioritize conflicting needs; handles matters efficiently, proactively, and follows-through on projects to successful completion
• Manage travel arrangements, expense reporting
• Actively monitor key deadlines and tracking tasks
• Simple budgeting and associated reporting responsibilities, including credit card reconciliation and financial management support
• Provide administrative support to the broader senior leadership team as required, including event management and administrative duties
• Manage and maintain the complex calendars and schedules of Director and direct reports, resolve conflicting priorities and arrange changes as required, that may include coordination, verification, and scheduling of meetings
• Prepare required reports and presentations to ensure required material / content is ready for principle review prior to scheduled meetings
• Raising and processing of internal purchase requisitions & purchase orders
• Assist in planning and execution of departmental visits and events planning
• Reconcile event budgets and invoicing as required
• Assist with the production & management of special projects as required
• Order desk Processing of Product and Service Orders through Order Acceptance System (OAS)
• Assist Demand Planner/Analyst in forecast updates as required

Required Capabilities 

• Demonstrated ability to achieve high performance goals, ability to work under pressure and meet deadlines in a fast paced environment
• Highly resourceful team-player, with the ability to also be extremely effective independently
• Proven ability to exercise initiative and judgement whilst maintaining strict confidentiality
• A high level of integrity and commitment to ethical behaviour
• Strong organization, time management skills and attention to detail
• Ability to handle multiple tasks and effectively balance priorities to meet deadlines
• Strong communication skills
• Exceptional grammatical, oral communication skills and problem solving skills
• Excellent interpersonal skills
• Ability to input, revise and format documents in Word, Excel, PowerPoint, sharepoint including the use of advanced features
• Ability to maintain confidential and sensitive information with diplomacy
• Ability to understand the various facets, divisions and groups of L3Harris on a global, national and local level
• Strong decision-making abilities
• Understanding of the functional and department activities
• Knowledge of business travel

Desired Education and Experiences 

• Requires highly developed job knowledge / skills.
• Requires 2 years post-Secondary / Associates Degree with a minimum of 4 years of prior related experience.
• Familiar with travel-related, export, and shipment related logistics is an asset.
• Strong customer service skills, and served as part of a motivated and diverse team