Executive Assistant

MacLean Engineering; Greater Sudbury; On-site; CAD 50,000 - 65,000; Full time

Job summary

A leading engineering firm in Canada seeks an experienced Executive Assistant to support the President. This full-time contract role begins as a maternity leave cover for up to 18 months. Candidates should possess exceptional organizational and interpersonal skills, manage confidential information, and thrive in a fast-paced environment. Proficiency in Microsoft Office Suite and a valid driver's license are required.

Qualifications

• Proven experience as an Admin Assistant/Coordinator or similar role.
• Excellent organizational and multitasking abilities required.
• Strong written and verbal communication skills required.
• Quick learner of new software.
• Possess a valid G drivers license and have access to reliable transportation.

Responsibilities

• Provide executive-level support while fostering effective relationships.
• Plan and prioritize meetings and travel.
• Prepare presentation materials and manage conference calls.
• Maintain confidential executive files.
• Handle and track expenses and invoices.

Skills

Organizational skills

Interpersonal skills

Proficiency in Microsoft Office Suite

Adaptability

Communication skills

Education

Experience supporting executive-level management

Related certifications or education

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

Job description

Position: Executive Assistant

Reports to: President

Direct Reports: None

Job Overview

We seek a dynamic, proactive individual to join us as an Executive Assistant to the President. This full-time contract role will begin as a maternity leave cover for up to 18 months, with the potential to transition into a similar position within the company. In this role, you will support the President of MacLean Engineering, ensuring smooth day-to-day operations and effective communication. The ideal candidate will be highly organized, possess exceptional interpersonal skills, and handle confidential information with discretion.

Essential Duties & Responsibilities

Provide executive-level support while fostering effective relationships within the organization.

Plan and prioritize meetings.

Book and manage travel for multiple associates and events.

Willingness to run errands locally on a regular basis.

Prepare presentation materials and organize conference calls.

Coordinate venues, materials, and catering for corporate meetings and events.

Manage the bookings and events for our underground test mine space.

Prioritize tasks and special projects across departments.

Manage and prioritize calls, requests, calendars, and correspondence.

Draft, review, and communicate information on behalf of the President.

Manage mail and prioritize items as necessary.

Experience with social media marketing methodologies

Complete various administrative duties with proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.

Maintain confidential executive files.

Handle and track expenses and invoices.

Assist with various ad-hoc projects as assigned.

Establish and maintain effective relationships with colleagues and clients.

Qualifications

Proven experience as an Admin Assistant/Coordinator or similar role.

Excellent Organizational And Multitasking Abilities Required.

Strong written and verbal communication skills required.

Proficient in Microsoft Office Suite.

Quick learner of new software.

Ability to adapt to a fast-paced, dynamic work environment.

Possess a valid G drivers license and have access to reliable transportation

Education

Previous experience supporting executive-level management is beneficial in addition to any related certifications or educational background.

“This job description is not limited to those duties specifically listed and can be changed at any time in order to adapt to business demands or organizational changes.”

Please note that employment with MacLean Engineering is contingent upon the successful completion of a background check conducted by our third-party provider, Sterling Backcheck. This process may include verification of employment history, education, and a criminal record check, depending on the requirements of the position.

A clear and satisfactory result is required for all candidates prior to the confirmation of employment.