Project Administrative Assistant

The Project Administrative Assistant will support the Projects team with administrative tasks including but not limited to preparing and distributing documentation and reports, assisting in the coordination of contracts, scheduling meetings, and coordinating invoices and expenses to support the successful delivery of construction projects. The Project Administrative Assistant has strong interpersonal skills, a willingness to take initiative, and a focus on continuous improvement in a dynamic environment. The Project Administrative Assistant will have the opportunity to gain first-hand knowledge of exploration and mine development activities and to make a meaningful contribution to a growing company.

Key Responsibilities

• Provide administrative support to the Vice President, Projects; Director, Projects; and other management on the Projects team, including but not limited to arranging meetings, travel bookings, calendar management, filing, catering, and expense reporting.
• Maintain project records including contracts, amendments, RFIs, submittals, meeting minutes, and correspondence logs in accordance with document control procedures.
• Support the procurement and project controls functions through preparation of documents, maintenance of logs and action trackers, maintenance of files and documentation and issuance of documents.
• Organize and schedule project meetings, prepare agendas, record and distribute meeting minutes, and follow up on outstanding action items.
• Ensure all Projects documentation is filed, stored, and accessible in accordance with project and company protocols. Support audit readiness and compliance requirements.
• Maintain Projects personnel schedule and prepare for distribution as assigned. This includes monitoring absences, booked vacation, shift changes and crew assignment.
• Recommend and implement enhancements to current procedures within own area of responsibility by researching, designing, developing processes that will improve operational effectiveness.
• Organize and maintain digital and physical filing systems to ensure the timely and accurate distribution of all information.

Other Duties

• Demonstrate a personal commitment to Safety, Health, and Environmental responsibilities.
• Occasional business travel.
• Additional responsibilities or tasks as reasonably assigned.

Position Requirements

Required Qualifications

• Post-secondary education in Office Administration, Business Administration or related field required.
• 3-5 years of relevant administrative experience required, including at least 1 year supporting multiple managers.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
• Strong verbal and written communication skills.
• Exceptional IT skills and ability to learn new systems and programs, in addition to the ability to provide guidance to others.
• Strong interpersonal skills; comfort engaging with the Projects team, Corporate office, contractors, and other third parties in-person and remotely.
• Ability to work well independently and in a team environment.
• Strong planning skills and organization skills with the ability to administer multiple projects and priorities.
• Self-starter with strong attention to detail and dedication to delivering high-quality work in a timely manner.
• Demonstration of professionalism, sound judgement, and confidentiality.
• Keen sense of initiative and ownership with a focus on continuous improvement.
• Valid driver’s license (equivalent to Ontario G2 or higher).
• Willingness and availability for occasional business travel.

Preferred Qualifications

• Experience working in a projects environment on an owners’ team or in an EPC / EPCM environment is a significant asset.
• Experience in an industrial or natural resource sector preferred.
• Experience with SharePoint and document control systems is preferred.

Role Details

• Schedule: Mond ay to Friday, 8:30am EST to 4:30pm EST
• Work Arrangements: In-office
• Location: Corporate Office, 20 Adelaide Street East, Suite 401, Toronto, ON
• Department: Projects
• Number of Vacancies: 1
• Vacancy Nature: Existing Vacancy
• Wage Rate: Annual salary $70,000 - $85,000, dependent on incumbent's qualifications and experience. Eligible for discretionary short-term incentive program.
• Benefits: Eligible for Company-paid group benefits package (health, dental, paramedical, vision, employee and dependent life insurance, AD&D, critical illness, and employee & family assistance program). Mandatory participation in group long-term disability (LTD) insurance program with employee-paid premiums.
• Retirement: Eligible for Company retirement savings program with company-match.
• Vacation: Access to paid vacation time from hire date.
• PPE: PPE will be provided by the company on an as-needed basis.
• Housing: Company-provided housing is not available for this role.
• Travel: This is a local role and is not eligible for a travel allowance in accordance with NexGold’s travel-related policies and practices.
• AI Disclosure: NexGold uses Artificial Intelligence (AI) in the recruitment process to screen applicants based on their responses to questions about job requirements and our company's hiring commitments.

NexGold Mining Corp. is a proud Canadian company and believes our workforce should reflect the rich diversity of our country and the communities where we operate.

Accommodations are available upon request for candidates taking part in all aspects of the selection process. Please advise our HR team of any accommodation requirements and all reasonable efforts will be made to provide the necessary accommodation.