Administrative Assistant

Administrative Assistant

The Administrative Assistant is a key member of our regional operations team, providing dependable, high-quality support to leadership, staff, and project teams across our U.S. offices. This role is essential to maintaining smooth office operations, supporting marketing and communication efforts, and ensuring alignment with processes and teams across BBA's Canadian offices. In this professional, fast-paced environment, the Administrative Assistant ensures a positive experience for employees, clients, and visitors. The ideal candidate brings strong organization, excellent communication skills, and a proactive, solutions-focused mindset.

Office & Administrative Support

• Serve as the primary point of contact for visitors and team members, ensuring a professional and welcoming environment.
• Manage reception, mail, courier services, office supplies, and communication with building management and vendors.
• Provide day-to-day administrative support to managers and technical teams.
• Coordinate onboarding and offboarding activities, annual updates, license renewals, and employee travel arrangements.
• Collaborate with administrative teams in Canadian and LATAM offices to ensure alignment with corporate procedures, shared workflows, and cross-border initiatives.

Event Coordination

• Plan and coordinate office and corporate events, including the Golf Tournament, Semi-Annual Meetings, holiday celebrations, team-building events, and other activities.
• Manage event logistics, scheduling, vendor communication, and internal announcements.

Marketing & Communications

• Maintain marketing materials, lobby displays, employee announcements, and internal e-cards.
• Assist with website updates, social media posts, and employee highlight features in collaboration with the marketing team.
• Support internal communications initiatives in coordination with U.S. and Canadian teams, ensuring alignment with BBA branding and messaging.

Finance & Timekeeping

• Maintain PTO calendar updates & tracking of billable expenses
• Assist with accrual entries, AP/AR data entry, contractor timesheets, expense report reviews, and invoicing processes.
• Coordinate finance-related workflows with Canadian corporate teams as needed.

Document & Workflow Management

• Support document control tasks, including data indexing and organization.
• Coordinate translation requests, apostilles, and notary services.
• Assist with the preparation and management of administrative records, templates, and document workflows, including collaboration with Canadian support teams.
• Client-oriented
• Adaptable
• Ability to maintain positive peer relationships
• Ability to learn new skills through direct instruction and on your own (self-directed)
• Results-oriented
• Business acumen (internal/external entrepreneurship)
• Minimum 3 years of office administration experience in a professional or corporate environment.
• Strong organizational, time management, and multitasking skills with high attention to detail.
• Proficiency in Microsoft Office Suite; experience with ERP or business administration software is a plus.
• Excellent written and verbal communication skills.
• Professional, positive, and collaborative attitude with the ability to interact across all levels of the organization.
• Ability to manage confidential information with discretion and professionalism.
• Comfortable coordinating across multiple offices, including teams in Canada.
• A collaborative, people-focused culture built on technical excellence.
• Opportunities to contribute to impactful projects in energy, mining, and industrial sectors across North America and LATAM.
• A supportive environment that values initiative, continuous learning, and professional development.
• Competitive compensation, comprehensive benefits, and programs designed to support employee well-being.
• Interesting growth opportunities to match your ambitions
• A caring environment where everyone's ideas are listened to and there is no perception of hierarchy
• A collaborative team that shares its ideas and knowledge
• Opportunity for site work: an amazing career accelerator!
• Participation in our firm's major projects up to 2030: - BBA's carbon neutrality - 30% of women on our team - and much more!
• Custom training and development plans

About BBA

BBA is one of Canada's leading private consulting engineering firms, with over 45 years of experience serving the energy and natural resources industry.

Our people are the foundation of our success. Their passion and excellence have earned us recognition as one of Canada's Best Employers and Best Managed Companies, and we're committed to fostering a workplace where everyone feels empowered to grow, lead and be themselves.

Our teams bring together engineering, environmental and commissioning expertise to deliver practical, innovative and sustainable solutionsfrom strategy to execution. With 20 offices across Canada, the U.S. and Latin America, we combine local presence with international reach, offering clients close collaboration and field-ready support.