Viviane Helmy Khalil

Administration Manager & Executive Assistant to G.M.Full Time

• Job Details:• Developing, implementing, monitoring, and reviewing tactical and operational plans, procedures, and systems, in compliance with SNC-Lavalin Headquarter strategic goals, policies; procedures, budgets, deadlines, and other related requirements; • Liaise with key persons within different departments at SNC-Lavalin headquarters, such as Communications; Corporate Travel Services; Ethics & Compliance & Global Procurement; • Train & direct clerical staff on office equipment, policies, and procedures; • Ensure that all health and safety policies are observed; • Point person for maintenance, mailing, shipping, supplies, equipment, bills, and errands; • Partner with HR to maintain office policies as necessary; • Coordinate with the IT department on all office equipment; • Organize office operations and procedures; • Manage contract and price negotiations with office vendors, service providers, landlords and office lease; • Establish a historical reference for the office by outlining procedures for protection, retention, record disposal, retrieval, and staff transfers; • Responsible for managing office services by ensuring office operations and procedures are organized, correspondences are controlled, filing systems are designed, supply requisitions are reviewed and approved, and clerical functions are properly assigned and monitored; • Responsible for developing and implementing policies by setting up procedures and standards to guide the operation of the office; • Plan in-house or off-site activities & events, such as parties, celebrations and conferences; • Organize orientation and training of new staff members; • Prepare operational reports and schedules to ensure efficiency; • Monitor and maintain office supplies inventory; • Review and approve office supply acquisitions; • Maintain a safe, secure, and pleasant work environment; • Manage Shareholders' meetings & coordinate with the company’s Attorney for any amendment needed to the company’s Articles of Incorporation. • Communicate with staff on the General Manager’s behalf and coordinate logistics with high-level internal and external meetings; • Manage complex calendaring of busy, fluctuating schedules that often conflict, including adding, canceling and editing meeting requests, as well as ensuring timing and logistical details are in place; • Remind the manager of pending meetings and provide pertinent information; • Receive and screen phone calls, visitors, incoming correspondence, documents, and e-mails on behalf of the General Manager; prioritize and route as appropriate; obtain and/or give information; answer routine inquiries; and explain or clarify policies and procedures.