Executive Administrative Assistant and Office Manager

Heidelberg Materials; Edmonton; Hybrid; CAD 78,000 - 104,000; Full time

Benefits offered by this job

Health, dental, and wellness

Pension plan with company contribution

RRSP options

Job summary

Heidelberg Materials is seeking an Executive Administrative Assistant and Office Manager to support the VP of Cement Operations in Edmonton. The role encompasses complex administrative duties, calendar management, travel coordination, expense reporting and meeting logistics.

The candidate will also help prepare reports and presentations and contribute to office operations. We require post‑secondary administrative training with 4–5 years of executive‑level experience, plus strong MS Office and

Qualifications

• Post‑secondary administrative training.
• 4–5 years executive level administrative experience.
• Experience supporting executives in a corporate setting is an asset.
• Advanced knowledge of MS Word, Excel, PowerPoint, Outlook and Concur required.
• 2–3 years of proven experience preparing and analyzing financial reports.
• Excellent written and verbal communication skills across levels.
• Ability to meet deadlines and work collaboratively as part of a team.

Responsibilities

• Provide executive administrative support to the VP, including calendar management and calls.
• Coordinate travel schedules and arrangements for executives.
• Prepare expense reports, code invoices, and support accounts payable activity.
• Draft correspondence, minutes, reports, and presentations for executive reviews.
• Organize internal/external meetings and videoconferences, including boardroom logistics.
• Oversee reception and general office operations and facilities coordination.
• Support multiple management areas and provide backup for reception as needed.
• Communicate with corporate staff, regional teams and external stakeholders.

Skills

Executive support

Calendar management

Travel coordination

Communication skills

Team collaboration

Problem solving

Education

Post-secondary administrative training

Tools

MS Word

Excel

PowerPoint

Outlook

Concur

Job description

About Us

Line of Business: Service & Support 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.

Zukunft gestalten, Erfolge bauen Heidelberg Materials – dein Sprungbrett in die Zukunft der Baustoffindustrie. Als weltweit führendes Unternehmen der Baubranche stellen wir eines der meistgenutzten Produkte her und ebenen dadurch nicht nur den Weg hin zu einer nachhaltigeren Produktion, sondern auch für deine persönliche Erfolgsgeschichte. Unser mutiger und innovativer Ansatz setzt auf massive CO2-Reduzierung, effiziente Recyclingtechnologien und digitale Lösungen – wir setzen Maßstäbe, die die Branche neu definieren. In unserer global vernetzten und regional verwurzelten Gemeinschaft haben deine Ideen die Kraft, den Menschen von morgen ein Leben von morgen zu ermöglichen. Bei uns gestaltest du nicht nur die Zukunft der Branche, sondern auch deine eigene. Packen wir’s an! Heidelberg Materials ist einer der weltweit größten integrierten Hersteller von Baustoffen und -lösungen mit führenden Marktpositionen bei Zement, Zuschlagstoffen und Transportbeton. Wir sind mit mehr als 51.000 Beschäftigten an fast 3.000 Standorten in über 50 Ländern vertreten. Im Mittelpunkt unseres Handelns steht die Verantwortung für die Umwelt. Als Vorreiter auf dem Weg zur CO2-Neutralität und Kreislaufwirtschaft in der Baustoffindustrie arbeiten wir an nachhaltigen Baustoffen und Lösungen für die Zukunft. Unseren Kunden erschließen wir neue Möglichkeiten durch Digitalisierung.