HSE Administrative Assistant

Key Duties and Responsibilities

• Maintain and update online registry accounts; coordinate documentation required and communicate updates to all stakeholders.
• Assist leaders and HSE team with incident review and approval process in Intelex.
• Coordinate and fulfil requests as part of the Live Safe Now Recognition Program and maintain records.
• Maintain the employee profiles in the HSE systems and databases.
• Complete requisitions and invoice reconciliation for Corporate HSE.
• Perform data entry in HSE databases and retrieve reports as required.
• Create customized reports and dashboards and update HSE information within targeted timeframes.
• Facilitate training on the HSE systems.
• Reconcile expense reports and send reports for approvals.
• Assist in other HSE related duties as required.
• Flexibility in scheduling with the ability to work overtime.
• Ability to function independently in a busy office environment.
• Working with various disciplines and levels within the organization.
• Managing multiple timelines/deadlines as per business requirements.
• Daily communication with internal and external clients.
• May have contact with Union Business Representatives, Manager, Labour Relations, Union Members
• May have contact with all Shared Services positions within CEDA.
• Daily contact with HSE team members, and may have contact with all levels within the organization.

Role Specifications

• High school diploma or equivalent work experience is required
• 1 to 2 years of related work experience is required
• Related industry experience would be a definite asset
• Knowledge of Microsoft Office - Excel, Word and PowerPoint
• Familiar with general office equipment and procedures
• Exceptional Interpersonal and Communication skills (written and Verbal).
• Demonstrates an uncompromising commitment to health and safety.
• Strong organization, prioritization, and problem solving skills with a high attention to detail.
• Demonstrates discretion and confidentiality when handling sensitive employee information.
• Ability to prioritize and initiate innovative solutions.
• Promotes and portrays professionalism in all duties.

Personal Characteristics

• You are Tech Savvy, keep yourself and your work place organized, quick to learn new things and keen to navigate your way through websites/programs
• You take pride in your work, accountable for all you do and a pleasure to have on a team
• You have a good eye for detail and can handle multiple tasks and projects