Administrative Assistant - Senior (ONSITE) JP(956)

Provide administrative support for contract and grant activities, including preparing and tracking agreements, supporting procurement processes, maintaining accurate records and reports, and ensuring compliance with policies and procedures. The role responds to stakeholder inquiries, coordinates documentation and approvals, supports invoicing and general office operations, and contributes to team initiatives.

Key skills: Strong attention to detail and accuracy will support your ability to prepare correspondence and a wide range of documents. Exceptional relationship‑building skills will enable you to provide effective customer service to internal and external stakeholders. Your drive for excellence and results will make you a valuable contributor in any administrative environment. Additionally, strong communication skills, whether interacting in person, by phone, virtually, or through written formats such as email and letters, will enhance your effectiveness in these roles. Organizational and prioritization abilities are key to meeting deadlines and producing high‑quality work. Ability to manage competing deadlines, proficiency in Microsoft 365 and data systems.

Duties of the Contract and Grant Co-ordinator include providing support to our managers and employees, assisting in daily office needs and managing various administrative activities.

• Prepare, review, and track contracts, agreements, and related documentation
• Support procurement activities

• Maintain accurate financial, statistical, and administrative records and reports
• Record tracking in Excel

• Proof and format word documents
• Coordinate approvals, signatures, and document control processes
• Respond to inquiries from internal teams and external stakeholders
• Monitor deadlines and maintain tracking systems for contracts and deliverables
• Support invoicing, accounts receivable, reporting, and compliance with policies and procedures
• Organize and maintain electronic and paper filing systems
• Provide general administrative and office support, including meeting coordination
• Assist with team projects and continuous improvement initiatives

• Copy, scan, fax, file and perform records management of physical and digital documents
• Take meeting minutes.