Executive Administrative Assistant and Office Manager

Heidelberg Materials North America; Edmonton; On-site; CAD 78,000 - 104,000; Full time

Benefits offered by this job

Health benefits

Dental benefits

Wellness program

Pension plan with company contributes

RRSP options

Job summary

Heidelberg Materials North America seeks an Executive Administrative Assistant and Office Manager to support the Vice President of Cement Operations. The role involves complex administrative duties, calendar oversight, travel coordination, and discretion in a fast-paced corporate setting.

You will prepare reports and correspondence, organize meetings and events, and oversee front-office operations with a focus on efficiency and professionalism.

Qualifications

• Post-secondary administrative training required.
• 4–5 years of executive-level administrative experience.
• Experience as an executive assistant in a corporate setting is a plus.
• Advanced MS Office and Concur skills are required.
• Strong written and verbal communication abilities.

Responsibilities

• Provide administrative support to the VP, including calendar management and communications.
• Coordinate travel arrangements and prepare expense reports.
• Handle accounts payable coordination and invoice processing.
• Prepare correspondence, memos, reports, and meeting minutes.
• Organize internal/external meetings, videoconferences, and events.
• Support various management areas and cover Reception as needed.

Skills

Executive-level experience

Written and verbal communication

Deadline-driven

Team collaboration

Problem solving

Education

Post-secondary administrative training

Tools

MS Word

Excel

PowerPoint

Outlook

Concur

Job description

About Us

Heidelberg Materials is one of the world's largest suppliers of building materials. Heidelberg Materials North America operates over 450 locations across the U.S. and Canada with approximately 9,000 employees.

The Executive Administrative Assistant and Office Manager will assist the Vice President of Cement Operations. This position is generally varied, including complex administrative duties, and project-oriented assignments requiring the use of sound judgment and discretion, independent assessment, and resolution of complex situations/problems.

What You'll Be Doing

• Administrative assistance to VP, including conference calls, video teleconferences; manage VP's calendars, and electronic phone messages
• Coordinate travel schedules and make necessary arrangements
• Prepare expense reports, check requests; consolidate and code PCard purchases; code and approve administrative invoices; coordinate accounts payable among various locations
• Prepare correspondence including memos, letters, reports, statistical summaries and minutes
• Coordinate and schedule internal/external meetings, videoconferencing, boardroom bookings and other related requirements including organization of events
• Prepare information for various executive level presentations and communications
• Office management, including overseeing receptionist function and phone services
• Manage the office building requirements and general functionality
• Provide support to all areas of management within the office
• Manage and provide backup to Reception on an as-needed basis
• Communicate as required with corporate staff functions, regional personnel at all levels and external stakeholders
• Perform other duties and special projects as assigned or directed

What Are We Looking For

• Post-secondary administrative training
• 4-5 years previous "executive level" administrative experience
• Previous Executive Assistance experience in a corporate setting will be an asset
• Advanced knowledge of MS Word, Excel, PowerPoint, Outlook and Concur required
• 2-3 years of proven experience preparing and analyzing financial reports
• Demonstrate excellent written and verbal communication skills to communicate effectively with all levels within the company
• A proven track record meeting work deadlines and working collaboratively as part of a team
• Ability to effectively respond to questions from all levels within the company and third parties

Work Environment

• Primarily office-based position in a professional and collaborative work environment
• Regular interaction with employees, leaders, vendors, and external stakeholders
• Fast-paced setting requiring strong prioritization, adaptability, and attention to detail
• Occasional travel may be required to support business operations and team initiatives

What We Offer

• Competitive base salary: $78,070 - $104,077
• Industry leading benefits package, including health, dental, and wellness
• Pension plan with an automatic company contribution as well as matching contributions and RRSP options, Opportunities for training, development, career growth within a global organization

Heidelberg Materials welcomes and encourages applications from people with disabilities. Accommodations may be available upon request for candidates taking part in all aspects of the selection process.