Bilingual Administrative Assistant

Bilingual Administrative Assistant

Position: permanent, full-time (40 hours a week), based out of office at 1801 Hollis.

About EastPoint

EastPoint is a multi-disciplined architectural and engineering firm based in Halifax, Nova Scotia. Owned by its management and senior employees, EastPoint’s leadership has worked together as a team for more than 20 years and is the successor firm of Whitman Benn and Associates, which originated in 1933. We service an array of industrial, government, institutional, and commercial clients. Through decades of experience, we have accumulated a deep understanding of costs, processes, regulatory issues, environmental concerns, and technical solutions to support our clients.

We believe we can work on the most challenging and rewarding of projects, anywhere, with the right people. This entrepreneurial spirit has allowed EastPoint to enter new markets and deliver more than 10,000 projects. We’ve put our fingerprint on multidisciplinary projects from wharf upgrades to community housing improvements, from new public infrastructure to transformative landmark buildings. We work on large and small projects to shape places not only in Nova Scotia, but across Canada and beyond.

Yet of all the things we’ve built, we’re most proud of our company culture. We have organically grown our company since our founding to more than 150 architects, engineers, designers, and professionals today.

Key Attributes

The key qualities we’re seeking in the Bilingual Administrative Assistant position include:

• Energetic & Motivated: A motivated person is someone who has a strong desire to achieve a goal and is willing to do whatever it takes to achieve that goal. They are usually very driven and focused, and they never give up easily. Motivated people are also typically very organized and disciplined. They are trusted by others, focused and have great confidence in their own abilities. They are more comfortable with new people, places and experiences.
• An organizer: You’re known by those around you for your organizational skills—no detail is too small to fall through the cracks. You are trusted to take ownership of a task and report back on your progress. From goal setting through to execution, you play an integral role in motivating teams to deliver high-quality products in a technical, deadline-driven environment. You enjoy a blend of working in teams and working independently.
• Detailed Oriented: You are someone who pays close attention to the finer points, small elements, and specific aspects of a task, project, or situation. This quality involves being thorough, meticulous, and careful in one's approach, with a focus on accuracy and completeness. A detail-oriented individual is likely to notice and address the minutiae that others might overlook.
• You’re interested in learning about new tools of trade to do your job even better.

How You’ll Be Involved

You will work closely with our Administration group and act as an operational support for our EastPoint Team. A high level of these areas within the position include, but are not limited to:

• Support the senior management team whenever necessary (typing letters, formatting and quality checking reports, meeting notes, this will help gain further familiarity with business operations). Much of the focus will be on the quality and accuracy of Specifications and reports.
• Document control for projects, including project filing.
• Assist in gathering required information (insurance, certificates) and complete mandatory submission forms.

The varied responsibilities of the Administrative Assistant will require you to be friendly, proactive, versatile and have a keen eye for detail. Ideally, being self-motivated, trustworthy, and competent in prioritizing and working with little supervision will be an asset for this position. The willingness to learn and be able to support other team members that may require it is key. As well as having excellent oral and written communication skills, being able to organize workloads using tools within Microsoft Office Suite will be essential.

Skills / Training Requirements

• Highly experienced and skilled in Microsoft Word and Adobe PDF.
• Essential to have French as a first or second language. Proof of bilingual is a requirement.
• Strong verbal & written communication skills.
• Familiarity with technical documents and/or formal reports is an asset.
• Proofreading formal reports and documents for formatting, punctuation, grammar, accuracy, and style consistency in both English and French.
• Translation of written technical documents from English to French, maintaining original meaning and accuracy, as required.
• Strong time management skills to meet deadlines for client-facing documentation; coordinating and collaborating with interdisciplinary teams.
• Attention to detail, enjoy working independently, and own time management on multiple assigned tasks.
• A degree or certificate in English, Communications, Journalism, or Administration would be an asset.
• 1-4 years of related experience in a professional services firm is an asset.