Administrative Assistant, Systems Delivery

Location: Burnaby, BC, Canada
Date Posted: 11-29-2017
OSI Maritime Systems is a Vancouver based solutions provider of advanced integrated navigation and tactical solutions to military customers for over 20 years.  As a pioneer of Warship Electronic Chart Display and Information Systems (WECDIS), the company has grown to be a leading provider of integrated navigation and tactical solutions designed for naval and maritime security operations. We develop and deliver integrated bridge systems for warships, integrated dived navigation systems for submarines, and C2 systems for small craft. OSI currently has 20 naval customers from around the world with over 600 warships and submarines operating with its world leading integrated navigation and tactical solutions.

Our offices are conveniently located in Burnaby near Willingdon and Hwy 1, close to transit, bike routes and running trails.  We have free parking, secure bike lock up and showers.

We are looking for an Administrative Assistant to provide close support to the VP, Systems Delivery in the execution and management of the Systems Delivery division. This role is central to the management, administration and smooth running of the division.

  • Serves as the primary point of contact for all internal and external stakeholders on business matters pertaining to the VP, Systems Delivery
  • Coordination of the VP, Systems Delivery’s daily calendar and scheduling of appointments
  • Assists with internal and external communication efforts; organizes and coordinates routine and special events relating to the Systems Division for and on behalf of the VP, Systems Delivery
  • Acts as the central point of contact for Systems Delivery administration and management
  • Monitors and maintains the divisional workflow of reports and period meetings ensuring all actions are recorded, tracked and reported on
  • Prepares agendas, attends meetings, schedules and takes minutes at internal and external meetings as requested
  • Maintains a close working relationship with other divisions within the company
  • Oversees the email of the VP, Systems Delivery as required, handles sensitive information appropriately and uses good judgment in problem solving
  • Coordination of travel arrangements (accommodation, flights, vehicles, etc.) for the VP, Systems Delivery as requested
  • Handles and prepares all aspects of confidential and sensitive documents, ensures critical timelines are met. Collects, consolidates information, and schedules objectives reviews on behalf of the VP, Systems Delivery
  • Composes, reviews, and follows through on internal and external communication with a commitment to accuracy and attention to detail
  • Assisting the VP, Systems Delivery’s direct reports as required.

Skills & Qualifications
  • A minimum of three years of experience supporting Technical executives – experience working within a project matrixed or manufacturing organization is an asset
  • Advanced working knowledge of MS Word and MS PowerPoint, strong working knowledge of MS Excel and MS Visio
  • University Degree or College Diploma in Business, Office Administration, or related relevant education
  • Ability to work under tight timelines and to balance multiple and varied demands at one time
  • Thorough knowledge of corporate communications, spelling, grammar, and basic accounting
  • Exceptional written, verbal and interpersonal communication skills
  • Ability to inspire trust and confidence in relationships with others; the ability to exercise diplomacy when dealing with customers and to provide leadership, organizational and decision-making skills
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