Administrative Assistant

About the Role

Provide proactive administrative support to the Vice President and other senior leaders, helping to drive operational effectiveness and ensure day-to-day priorities are executed efficiently.

• Manage complex calendars, coordinating meetings, workshops, site visits, and events while balancing competing priorities and stakeholder needs.
• Coordinate domestic and international travel arrangements, including itineraries, accommodations, logistics, and expense reporting.
• Prepare, review, and distribute presentations, reports, correspondence, meeting materials, and other business documents with a high degree of accuracy and professionalism.
• Support leadership with business planning activities, strategic initiatives, and special projects by coordinating deliverables, tracking actions, and ensuring timely follow-through.
• Organize and facilitate leadership meetings, team meetings, and business events, including scheduling, agenda preparation, minute-taking, action tracking, room bookings, catering, and technology requirements.
• Maintain and enhance administrative processes, identifying opportunities to improve efficiency, organization, and overall team effectiveness.
• Collaborate with colleagues across functions to support business objectives, facilitate communication, and ensure a positive employee and stakeholder experience.
• Manage confidential and sensitive information with discretion, professionalism, and sound judgment.
• Provide general administrative support, including document management, filing, scanning, records organization, and preparation of project and corporate materials.
• Ensure meeting rooms and shared workspaces are professional, organized, and ready to support collaborative discussions and client interactions.
• Provide reception support and front-office coverage as needed.
• Contribute to a positive, collaborative workplace culture and support additional administrative and coordination activities as required.

About You

• Minimum 5 years of experience providing administrative or executive support to senior leaders, preferably within a professional services, consulting, engineering, mining, infrastructure, or project-based environment.
• Proven ability to effectively manage competing priorities, balance multiple deadlines, and adapt to changing business needs in a fast-paced environment.
• Strong organizational skills with exceptional attention to detail, accuracy, and follow-through.
• Highly proactive and self-motivated, with the ability to work independently while managing priorities with minimal supervision.
• Proven ability to handle confidential and sensitive information with discretion, professionalism, and integrity.
• Strong interpersonal and communication skills, with a demonstrated ability to build positive working relationships across all levels of an organization and represent the team professionally with internal and external stakeholders.
• Advanced proficiency in Microsoft Office Suite, including Outlook, Word, PowerPoint, Excel, Teams, and other business software and collaboration tools.
• Strong meeting coordination, travel management, document preparation, and executive support capabilities.
• A commitment to collaboration, continuous improvement, and contributing to a positive and inclusive team culture.

Why Ausenco?

• Career advancement – Embark on a journey of continuous growth through technical training, mentorship initiatives, and networking opportunities.
• Holistic approach to wellness – Take a proactive approach to your overall wellbeing. Access to confidential counselling, information services and a benefits program that supports your health & wellness.
• Accessible leadership team – Work with highly reputable industry leaders who value your contribution.

Our people don’t settle for the status quo. If you have an entrepreneurial spirit and want to help set a new standard in sustainability, we’ll help you find your place. This means working with you to develop a unique career path and skillset to match your ambition. We’re proud of the work we do, and we do it within a culture that is open, honest, and cooperative. We have a history of attracting visionary people who embrace challenges and deliver creative solutions for every project, and your voice is an important part of the conversation. As a global company we embrace and encourage diversity in its fullest sense – gender identity, gender expression, sexual orientation, age, experience, nationality, colour, language, religion, location, disability, education, skills, working styles and time availability. Our work environments are based on mutual trust and respect for the rights and opportunities of every individual.