Administrative Assistant - Buildings Division, Kitchener

Job Description

Posted Monday, May 25, 2026 at 4:00 AM Role at a Glance The Administrative Assistant supports the day-to-day administrative needs of their assigned teams while contributing to the broader administrative support provided across the Buildings Division. This role collaborates with the administrative team as needed to help ensure project and company success.What You Will Do Demonstrate a strong commitment to our company's values of quality, client focus, teamwork, sustainability, and community, integrating these principles into daily work practices and interactions with colleagues, clients, and stakeholders. Prepare and deliver accurate , well-written, and professionally formatted documents in a timely manner to uphold organization quality standards and meet client expectations. This will include reports, specifications, memos, meeting minutes, permit applications, and client correspondence .Arrange internal meeti ngs for leaders , and support in room set up and provide minute taking at meetings as require d. Coordinate the Lunch and Learn sessions for our discipline teams, including communicating with the presenters and attendees. Booking events and conference attendance and ensuring all details are properly communicated to internal attendees and tracked in the CRM .Utilize the CRM database to ensure project, client, practice , and event information is accurate and current. May occasionally support Office Administration team with breaks, lunches, and vacation coverage. Occasional travel coordination (booking flights, hotel, car rental) Support maintaining Reference Material Library (Ontario Building Code,the Canadian Standards Association OnDemand Library account, the Electrical Safety Authority account.)This role will include other duties as assigned to meet the needs of the organization and to provide opportunity for growth to the individual . What you bring to the table College Diploma in Office Administration or related field, or relevant experience 2-5 years’ experience working in an administrative capacity, preference given to candidates with experience in an architectural, engineering, or construction management office environment.Comfortable using AI-enabled tools and strong interested in continuing to build skills in this area Advanced experience with Microsoft 365 , Teams and Sharepoint is an asset Excellent organizational, time, and calendar management skills Effective communication skills, both verbal and written, for interaction and correspondence with team and clientsCollaborative mindset and ability to work well in a team environment Adaptability and willingness to learn new skills and software tools Working Conditions This role involves making decisions within established guidelines and procedures, exercising independent judgment in task completion. Under general supervision, tasks are assigned with specific project objectives , allowing autonomy in selecting methods to complete the tasks. Results are reviewed with available guidance. Physical effort is low intensity, although continuous mental focus and attention to detail are essential. There is a requirement to be adaptable and flexible, as meeting client deadline are a priority.Outcomes and Measures of Success: Assigned tasks are consistently completed efficiently in a timely manner Strong collaboration with other administrative team members Excellent interpersonal skills are exhibited in team interactions Exhibits efficient organizational skills in managing all tasksConsistently learning from senior team members to support project success Life at WalterFedy As a national, innovative, multi-discipline design and construction collective, our ambition goes beyond great design– we are here to enhance the world around us. We need a team of agile, ambitious, and big-picture thinkers who share our drive to harness our collective talents to do something bigger.Our team is made up of the industry's best . We share a common commitment to questioning the ordinary, infusing everything we do with creativity, and challenging our industry to redefine what’s possible. Join us as we move past working for a living, and toward building better communities with smart, influential design.How to Apply Please apply with your resume and use the link at the top of this page. You will be redirected to our internal application platform. WalterFedy strives to create a culture of inclusivity and diversity. We strongly encourage applications from all qualified individuals, including those from groups traditionally underrepresented in the workforce. We are committed to equal opportunity hiring practice and will not discriminate on the basis of race, religion, colour , creed, national origin, citizenship, status, age, sex, gender identity/expression, marital or domestic partnership status, or disability.Should you require an accommodation to participate in the application process, please contact or call 519-576-2150. Thank you for your interest in WalterFedy ! Please note that we utilize AI-powered tools to enhance our recruitment process. These tools assist us in managing applications efficiently and ensuring a fair evaluation of all candidates. Rest assured, every application is reviewed by our recruitment team, and AI is used to support, not replace, our human decision-making.

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