Executive Administrative Assistant

About the role

Provide administrative support, travel and expense administration, and project tracking and communication to support executive leadership. Collaborate with industry experts and committed teams who value individuality and recognize achievements.

Responsibilities

• Provides executive administrative support, including data gathering, reporting, travel and expense coordination, project tracking, and assists with company-wide and divisional communications.
• Greets and assists all visitors; directs visitors to appropriate meeting rooms.
• Arranges domestic and international detailed travel plans and itineraries, including multi-segment and international bookings; compiles documents for travel-related meetings.
• Collects, tracks, and submits documentation for executive travel and expense reports in a timely and accurate manner.
• Arranges programs, events, or conferences, including coordination of facilities and caterers, issuing invitations, coordinating speakers, and controlling event budgets.
• Coordinates asset distribution and tracking for assigned employee groups or projects.
• Maintains conference room and facility cleanliness and preparedness; monitors conference room bookings and assists office staff with reserving and coordinating meetings and catering.
• Maintains company and business contact information, seating, and event calendar documents.
• Assists with service requests and maintenance on office communication technology, including fax machines, printers, postage metering, and specialty shipping vendor portals.
• Performs a variety of clerical duties, including making copies, typing memos, correspondence, reports, and other documents as directed.

Requirements

• High School Diploma or GED required.
• 3+ years of related administrative experience on a construction project required.
• Experience using MS Office Suite, including Word and Excel required.
• Advanced knowledge of the construction industry and project business procedures.
• Developing knowledge of subcontractor invoicing and accounts payable cost coding.
• Ability to work in MS Office Suite, including Word, PowerPoint, and Excel required.
• Proven initiative, organization, and self-prioritization required.
• Friendly disposition and customer service attitude required.

Benefits

• Comprehensive compensation package and paid time off program.
• Industry-leading 401(k)/RRSP.
• Medical/Extended Health Care, Dental, Vision, and/or Provincial Medical.
• Wellness benefits & Employee Assistance Program.
• Tuition Reimbursement Program.

Pay

Salary range: USD $65,000.00 – $83,200.00 per year.