Executive Administrative Assistant and Office Manager

01701 Heidelberg Materials Canada Limited; Edmonton; On-site; CAD 78,000 - 104,000; Full time

Benefits offered by this job

Competitive base salary

Health, dental, and wellness benefits

Pension plan with company contribution

RRSP options

Training and career growth

Job summary

Heidelberg Materials Canada Limited is seeking an Executive Administrative Assistant and Office Manager to support the VP with calendar management, travel coordination, and executive communications. The role involves preparing financial reports, processing invoices, and ensuring smooth office operations at a fast-paced corporate environment.

You will coordinate internal and external meetings, manage reception and office facilities, and liaise with stakeholders across levels.

Qualifications

• Post-secondary administrative training.
• 4-5 years of executive-level administrative experience.
• Advanced knowledge of MS Word, Excel, PowerPoint, Outlook and Concur.
• 2-3 years of experience preparing and analyzing financial reports.
• Strong written and verbal communication across all levels.

Responsibilities

• Provide administrative support to VP, including calendar management and conference calls.
• Coordinate travel schedules and arrange related logistics.
• Prepare expense reports, check requests and code invoices.
• Prepare executive-level correspondence, reports and minutes.
• Coordinate meetings, videoconferencing and boardroom bookings.

Skills

Executive level experience

Communication skills

Team collaboration

Deadline management

Problem solving

Education

Post-secondary administrative training

Tools

MS Word

MS Excel

MS PowerPoint

MS Outlook

Concur

Job description

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.

Executive Administrative Assistant and Office Manager

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.

Shaping the future, building successes Heidelberg Materials – your springboard into the future of the construction materials industry. As a globally leading company in the construction sector, we manufacture one of the most widely used products, paving the way not only toward more sustainable production but also toward your personal success story. Our bold and innovative approach focuses on massive CO₂ reduction, efficient recycling technologies, and digital solutions – setting new standards for the industry. In our globally connected and locally rooted community, your ideas have the power to shape a better tomorrow for people. With us, you’re not just shaping the industry’s future; you’re shaping your own. Let’s get to work! Heidelberg Materials is one of the world's largest integrated manufacturers of building materials and solutions with leading market positions in cement, aggregates, and ready-mixed concrete. We are represented in more than 50 countries with around 51,000 employees at almost 3,000 locations. At the centre of our actions lies the responsibility for the environment. As the front runner on the path to carbon neutrality and circular economy in the building materials industry, we are working on sustainable building materials and solutions for the future. We enable new opportunities for our customers through digitalisation.