About us
Worley is a global company of energy, chemicals and resources experts headquartered in Australia. We partner with our customers to deliver projects and create value across the life of their assets. We specialize in consulting, engineering, procurement and construction across the project lifecycle, with services extending through to operations and decommissioning. Leveraging extensive experience and AI-enabled delivery, we support customers in navigating complexity as they meet today's needs and transition to more sustainable solutions.
Purpose:
We are currently recruiting for a Project Administrative Assistant. Our team includes world class experts and dynamic go-getters. This is a full-time position based in Sudbury, Ontario.
The Project Administrative Assistant provides administrative, coordination, and stakeholder support across proposals, projects, and operational activities. This role plays an important part in helping project teams operate efficiently by coordinating information, managing documentation, supporting communications, and ensuring project deliverables are organized, accurate, and completed on schedule.
The successful candidate thrives in a fast-paced environment, enjoys bringing structure and organization to complex activities, and demonstrates strong collaboration, attention to detail, and customer service skills. They are proactive, adaptable, and motivated by supporting project success through effective coordination and execution.
Responsibilities:
- Coordinate and support proposal, tender, and bid submission activities, including document preparation and formatting in accordance with Worley quality and branding standards.
- Compile, proofread, review, and finalize proposals, reports, presentations, and project documentation.
- Track deliverables, gather inputs from stakeholders, and follow up to ensure project and proposal deadlines are achieved.
- Support the preparation and delivery of electronic and hard-copy submission packages.
- Collaborate with Project Managers, Project Engineers, and project stakeholders to collect, organize, and distribute project information.
- Maintain project correspondence, records, registers, and documentation in accordance with company procedures.
- Support project reporting activities through information collection, data compilation, status updates, and reporting tools.
- Coordinate meetings, including scheduling, agenda preparation, room bookings, meeting logistics, minute-taking, and action item tracking.
- Prepare, distribute, and maintain meeting agendas, minutes, and action registers.
- Coordinate domestic and international travel arrangements while ensuring compliance with company policies and procedures.
- Maintain team schedules, vacation tracking, and coverage coordination.
- Support office operations and provide administrative assistance to project teams, as required.
- Utilize digital collaboration tools, document management systems, and office technologies to support efficient project execution.
- Support the continuous improvement of administrative processes, document management practices, and team efficiency.
- Build strong working relationships with internal stakeholders and provide responsive, professional support to project teams.
Demonstrate flexibility during peak project demands, proposal activities, and critical project milestones.
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What you will bring:
Technical and Industry Experience:
- Demonstrated ability to coordinate multiple activities, priorities, and deadlines while maintaining a high level of accuracy and attention to detail.
- Strong organizational, planning, and time-management skills, with the ability to bring structure and clarity to complex tasks and competing priorities.
- Proven experience preparing, formatting, reviewing, and maintaining professional business documents, reports, presentations, proposals, or project deliverables.
- Ability to build effective working relationships and collaborate with project managers, technical professionals, and stakeholders at all levels of the organization.
- Strong written and verbal communication skills, including the ability to gather information, follow up on actions, and communicate effectively with diverse stakeholders.
- Experience coordinating meetings, calendars, travel arrangements, action tracking, and other administrative activities that support project execution.
- Strong information management and document control practices, with the ability to maintain accurate and confidential records.
- Proficiency with Microsoft Office applications, including Word, Excel, and PowerPoint, and familiarity with digital collaboration and document management tools such as SharePoint, Teams, or similar platforms.
- Ability to adapt to changing priorities, support multiple stakeholders, and remain effective in a dynamic, fast-paced project environment.
- A proactive and customer-focused approach, with a willingness to anticipate needs, identify solutions, and contribute to team success.
- Motivation to support projects from initiation through completion and enable successful outcomes through exceptional coordination and administrative support.
- Demonstrated success supporting project teams, proposals, tenders, operational activities, or complex stakeholder initiatives.
- Experience identifying opportunities to improve processes, increase efficiency, or enhance the quality of project support and administrative practices.
Commitment to professionalism, confidentiality, quality, and continuous improvement.
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Assets:
- Experience supporting engineering, construction, EPCM, consulting, professional services, or project-based environments.
- Experience supporting proposals, tenders, bid submissions, or multidisciplinary project teams.
- Advanced capabilities in Microsoft Word and Excel.
Familiarity with SharePoint, document management systems, project controls platforms, or similar business systems.
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Education – Qualifications, Accreditation, Training:
Required:
Post-secondary education in Business Administration, Office Administration, Project Administration, or a related field, or an equivalent combination of education, training, and practical experience.
For applicants based in the province of Ontario, the salary range is $68,116 to $80,137 CAD.
Application of the pay band: Variation in salary is determined by factors such as the candidate’s qualifications, relevant years of experience, geographic location, internal pay equity, and prevailing market conditions for the specific role.
Moving forward together
We want our people to be energized and empowered to drive sustainable impact. So, our focus is on a values-inspired culture that unlocks brilliance through belonging, connection and innovation. We're building a diverse, inclusive and respectful workplace. Creating a space where everyone feels they belong, can be themselves, and are heard.
And we're not just talking about it; we're doing it. We're reskilling our people, leveraging transferable skills, and supporting the transition of our workforce to become experts in today's low carbon energy infrastructure and technology. Whatever your ambition, there's a path for you here.
And there's no barrier to your potential career success. Join us to broaden your horizons, explore diverse opportunities, and be part of delivering sustainable change.
