Executive Assistant – Toronto and Burlington

Ausenco Pty Ltd.; Burlington; On-site; CAD 50,000 - 70,000; Full time

Job summary

A leading company in consulting and project delivery is seeking an Executive Assistant. This role supports the Vice President, managing schedules, organizing meetings, and handling confidential information. The ideal candidate has strong communication skills and a diploma in Business or Office Management. Join a culture that values diversity and personal growth while enjoying a hybrid work model and competitive benefits.

Benefits

Career advancement opportunities

Hybrid work model

Wellness benefits

Accessible leadership team

Qualifications

• 3-5 years experience in an administrative role assisting senior leaders.
• Ability to manage complex and highly confidential information.

Responsibilities

• Manage the Vice President's schedule and prioritize tasks.
• Organize meetings and prepare agendas.
• Coordinate complex international travel arrangements.

Skills

Communication

Organization

Discretion

Flexibility

Interpersonal Skills

Education

Diploma in Business or Office Management

Tools

MS Office Suite

Job description

Ausenco is a fast-growing company with big ideas. We redefine what’s possible in some of the world’s most complex projects and toughest environments. Delivering innovative, value-add consulting, project delivery, asset operations and maintenance solutions is what we do. From 26 offices in 15 countries, with projects in over 80 locations worldwide, we create sustainable outcomes for our people, clients and communities.

An exciting opportunity has arisen for the role of Executive Assistant in the GTA. This position performs a wide variety of administrative support services, ranging from complex to routine, all of which contribute to an efficient and professional operation supporting the Vice President, Minerals & Metals (M&M) – Eastern Canada.

We're looking for someone who truly values discretion and professionalism, and who can make decisions aligned with our organization's practices. Flexibility is important, and maintaining confidentiality and diplomacy is key to providing exceptional service. A sense of humor and a positive attitude are also highly valued!

This role is primarily based in our Downtown Toronto office, though occasional travel to Burlington will be required.

About the role

• Provide comprehensive support to the Vice President, M&M by managing their schedule, prioritizing tasks, coordinating resources, and serving as the primary point of contact for all internal and external inquiries.
• Organize and manage meetings, both on-site and off-site, including preparing and distributing agendas, managing action items, and arranging catering.
• Prepare and format information for distribution, including internal communications, memos, reports, presentations, and confidential materials, while also handling transcribing, editing, and proofreading duties.
• Maintain organized records of various agreements, both in hard copy and electronic formats, and develop and manage efficient filing systems.
• Coordinate and manage complex international travel arrangements, including multi-leg itineraries and business visas.
• Plan and execute engaging client events and internal social gatherings.
• Handle purchase orders, manage expenses, and reconcile credit card statements.
• Coordinate and manage the logistics of monthly townhall meetings.

About you

• A diploma / certificate in Business or Office Management.
• Minimum of three to five years’ experience in an administrative role assisting senior leaders.
• Intermediate to advanced MS Office Suite skills including Excel and PowerPoint.
• Advanced written and verbal communication skills.
• Ability to manage complex and highly confidential information.
• Comfortable working autonomously and across multiple tasks.
• Comfortable with numbers and able to present and analyze data.
• Strong interpersonal skills, able to operate with diplomacy, tact, and empathy.
• Highly organized with the ability to work to tight deadlines, and flexible to change within short notice.
• Some exposure in engineering, consulting or professional services setting is a definite asset.
• Ability to converse and write in Spanish and / or French will be an asset.

Why Ausenco?

We support individual growth and aim to allow you to work in a way that plays to your strengths. Beyond a competitive remuneration package we offer :

• Career advancement - Embark on a journey of continuous growth through technical training, mentorship initiatives, and networking opportunities.
• Work Life Balance - Experience the best of both worlds with our hybrid work model, allowing you to balance office days with working from home; and progressive parental leave benefits to foster family needs and professional life.
• 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.

Join us and work a better way.

We are an equal opportunity employer and are committed to providing employment accommodation in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act, 2005 (AODA). Ausenco will provide accommodations to job applicants with disabilities throughout the recruitment process. If you require an accommodation, please notify us and we will work with you to meet your needs.

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