Executive Assistant

Multiplex; Toronto; On-site; CAD 60,000 - 80,000; Full time

Job summary

Multiplex, a leading construction company, is seeking an Executive Assistant to support the Regional Managing Director and the executive team in Toronto. The ideal candidate will excel in a fast-paced environment, demonstrating strong organizational skills, proactivity, and the ability to manage multiple tasks effectively. This role involves coordinating schedules, drafting communications, and liaising with global teams, contributing to the success of high-profile projects.

Qualifications

• Minimum of 5 years EA and/or PA experience.
• Ability to analyze situations and make informed decisions.
• Self-motivated and demonstrates initiative.

Responsibilities

• Coordinate schedules, projects, and meetings for the Regional Managing Director.
• Draft communications and manage the RMD's calendar.
• Provide general EA assistance to the executive team.

Skills

Organizational skills

Time management

Interpersonal skills

Proactivity

Attention to detail

Tech savvy

Education

College Diploma in Business or Administration

Degree in Business Administration

Tools

Salesforce

MSWord

Excel

PowerPoint

Job description

At Multiplex, we shape skylines across the globe. As a pioneering construction business, we build complex, iconic and sustainable structures that stand the test of time and add to the economic, cultural and community life in the areas we operate. We have the boldness to take on projects others say can't be done. We have the entrepreneurial spirit to challenge preconceived ideas. We have the determination to unlock and deliver value where others cannot see it.

We are seeking an Executive Assistant to join our team!

Position Summary

This position would suit a highly proactive individual who is adaptable and possesses excellent organizational, prioritization and time management skills. It is best suited to someone who thrives in a fast moving, growing business. This role will report into the Regional Managing Director in Canada, and will also offer support to the Vice President, Business Development & Procurement.

Based at our Head Office location, the ideal candidate will work will also support members of the Executive team on multiple projects, which may include : planning, creating and coordinating presentations, disseminating information, client database management and organizing special functions.

Our Values

We have Grit - We Care About People - We are Collaborative - We Keep it Real

RMD Key Responsibilities

• Strategically coordinate schedules, projects, meetings, and act as a time gatekeeper – ensuring the RMD can focus on their highest leverage work
• Flag high priority and time sensitive emails to RMD's attention.
• Draft written communications and emails on behalf of RMD and review with him before sending.
• Distribute any company wide correspondence that needs to go out from the RMD, unless otherwise stated.
• Coordinate RMD's personal and business calendar, travel and expenses
• Coordinate and book appointments as requested
• Track the timely submission of RMD's and own corporate credit cards and expense submissions
• Coordinate RMD hosted internal and external events.
• Draft and proofread any correspondence, memos, charts, tables, graphs, business plans, etc.

Executive Assistant Support to other Regional Executives

• Provide general EA assistance to executive team, acting as the first point of contact, greeting visitors, and liaising with contacts on their behalf.
• Arrange meeting rooms and hospitality as required for RMD & Regional Executive meetings.
• Liaise with Multiplex regions globally to coordinate meetings with Global Executive Management (GEM) Team.
• Minute take and produce list of action points from meeting when required.
• Backup in the rare case that both reception and EA to CFO are absent.
• Any other ad hoc duties as requested by RMD and VP, Business Development & Procurement

Education & Experience

• College Diploma in Business or Administration, or degree in Business Administration
• Minimum of 5 years EA and / or PA experience

Required Skills

• Ability to analyse situations and information to make informed decisions.
• Ability to be proactive and anticipate needs.
• Tech savvy.
• Possesses strong organizational skills.
• Act in complete confidentiality at all times without exception.
• Ability to be the gatekeeper for RMD.
• Ability to challenge senior leader(s) in a respectful manner.
• Strong attention to detail.
• Ability to create professional correspondence on behalf of the RMD.
• Working knowledge of Salesforce is an asset.
• Self motivated, proactive and demonstrates initiative.
• Ability to work in an ambiguous environment (at times).
• Strong interpersonal skills.
• Able to interact and communicate with individuals at all levels both internally and externally.
• Must have a strong knowledge of a variety of computer software applications in word processing, spreadsheets, database and presentation software (MSWord, Excel, PowerPoint, Salesforce).
• Fast paced, dynamic and innovative work environment
• Sitting, standing, walking, bending, light lifting, climbing stairs
• A team-oriented and progressive workplace that recognizes and rewards the “outside the box” approach
• Dedicated to developing successful employees – We invest in our people and provide a wealth of career development opportunities across job functions

Multiplex is committed to maintaining a Positive Work Environment that is safe and respectful; our shared success depends on it. Accordingly, we do not tolerate workplace discrimination, violence or harassment.

Multiplex is an Equal Employment Opportunity employer and does not make hiring decisions based on status in a protected class.

Multiplex believes in a culture of honesty and openness that is rooted in our want for continual improvement. We show this commitment through our accreditations to ISO 9001 : 2015, 14001 : 2015, 45001 : 2018 and COR 2020

Multiplex is committed to providing a barrier-free work environment in concert with the Accessibility for Ontarians with Disabilities Act and the Ontario Human Rights Code.Multiplex is an equal opportunity employer and strives to ensure that its hiring process meets the needs of all persons with disabilities. As such, Multiplex will provide reasonable accommodation for any applicant, as requested during the hiring process. If you require a specific accommodation because of a disability or a medical need, please contact us at 416 359 8559or by e-mail at [e-mail]. This ensures that the appropriate accommodations are arranged before the commencement of employment.