Executive Administrative Assistant and Office Manager

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

Benefits offered by this job

Competitive base salary

Comprehensive benefits package

Pension plan with company contribution

Training and career growth

Job summary

Heidelberg Materials Canada is seeking an organized Administrative Assistant to support the Vice President and senior leadership. The role involves calendar management, travel arrangements, expense reports, invoicing codes, and coordinating cross-location administrative tasks.

You will prepare executive correspondence and materials, schedule executive meetings, and assist with boardroom logistics. Prior experience at the executive level in a corporate setting is valued, with strong MS Office and

Qualifications

• Post-secondary administrative training completed.
• 4–5 years of executive-level administrative experience.
• Experience as an executive assistant in a corporate setting is a plus.
• Advanced knowledge of MS Word, Excel, PowerPoint, Outlook and Concur.
• 2–3 years of proven experience preparing and analyzing financial reports.
• Strong written and verbal communication, and teamwork abilities.
• Proven track record meeting deadlines and collaborating in a team.

Responsibilities

• Provide administrative support to VP, including calendar management and calls.
• Coordinate travel schedules and related arrangements.
• Prepare expense reports, code invoices, and assist accounts payable across locations.
• Prepare correspondence, memos, reports and minutes.
• Coordinate and schedule meetings and events, including videoconferencing and boardrooms.
• Support executive-level presentations and communications.
• Oversee receptionist function and general office management.

Skills

Executive support

Financial reporting

Communication

Team collaboration

Calendar management

Education

Post-secondary administrative training

Tools

MS Word

MS 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.

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.

As part of our hiring process, we may use AI-assisted tools to support the screening and evaluation of candidate applications and interviews. These tools help streamline the initial assessment, but all decisions about candidate advancement are made by human recruiters and hiring managers. While technology supports early steps, every interview will be handled by experienced recruiters and hiring managers to provide a personal touch.