Executive Assistant

Pitt Meadows Plumbing & Mechanical Systems Ltd.; Maple Ridge; On-site; CAD 80,000 - 100,000; Full time

Benefits offered by this job

Compensation package

Extended health & dental benefits

Long-term disability insurance

Employee & family assistance program

Group RRSP

Education opportunities

Phone allowance

Growth opportunities

Corporate culture

Respectful work environment

Job summary

Pitt Meadows Plumbing & Mechanical Systems Ltd. is seeking an experienced Executive Assistant to provide comprehensive administrative and personal support to the office and executive team.

The role reports to the Chief of Staff and entails coordinating calendars, meetings, travel, correspondence, and events for PMP and its affiliated companies. The ideal candidate will have 3+ years of Canadian executive support experience in a dynamic organization, be highly confidential, tech-savvy, and fluent

Qualifications

• Must be legally entitled to work full-time hours in Canada.
• Able to work with a high degree of confidentiality.
• Strong interpersonal skills.
• Detail-oriented and extremely organized.
• Proactive and reliable.
• Able to self-manage continuous learning and skill development.
• Tech-savvy.
• Able to be flexible and adjust to changing priorities.
• Strong work ethic and teamwork skills.
• Deadline-driven.
• Must be approachable.
• Must have strong problem-solving skills.
• Strong verbal and written communication skills.
• Must have strong analytical skills.
• Fluent in English.

Responsibilities

• Act as an extension of the Executive Team at all times.
• Support the Executive team of PMP and the broader group of companies with a variety of administrative and clerical-related tasks as assigned.
• Organize and schedule appointments for the Executive team and maintain their calendars as required.
• Schedule Executive team meetings and Senior Management meetings across the group of companies.
• Create, update, and maintain the corporate calendar for the Executive and Senior Management teams of each of the companies in the construction group.
• Utilizing AI tools, ensure minutes are taken, compiled/summarized, filed, and distributed for all executive and senior management meetings.
• Set and send reminders for deliverables to the Executive team and Senior Management as requested and required.
• Work with the Executive team and the business development team to ensure Christmas gifts and other interactions with clients are tracked, recorded, and completed.
• Write and distribute emails, correspondence memos, letters, forms, etc. for the Executive Team as directed.
• Track, record, and report on all conferences, industry-related events, and supplier-paid trips or excursions that PMP senior management attends and/or is invited to.
• Book travel arrangements for the Executive team as required.
• Reconcile and file corporate credit cards monthly for the Executive team and the Senior Management team.
• Support the work of the Executive team by working on firm-wide events and special projects as required.
• Act as the primary point of contact for the Executive Team with both internal and external clients.
• Ensure all guests are greeted promptly and professionally
• Ensure that the group of companies is presented in the best light at all times
• Ensure that the office reflects the best of what the group of companies has to offer
• Ensure the building, grounds, and offices portray the image of the group of companies that we want – act as the liaison with the landlord, landscapers, cleaners, etc. to ensure that the professional image of the group is reinforced
• Oversee the receptionist and the duties of the reception desk to ensure that all office management functions are carried out efficiently and effectively
• Perform other duties as requested and required

Job description

Pitt Meadows Plumbing and Mechanical Systems has been a leader in the industry for over 40 years. We specialize in the installation of large-scale residential, commercial, institutional, educational, and medical design-build plumbing and mechanical projects.

We are currently looking for an experienced Executive Assistant to provide strong administrative and personal support to the office and executive team at PMP.

Reporting to the Chief of Staff, the Executive Assistant is responsible for a variety of administrative and clerical tasks, including providing general support to the corporate office and specific support to PMP's Executive team as they serve the broader group of companies.

We are seeking a professional committed to excellence. The ideal candidate will have previous experience in a similar role providing executive support in a dynamic and fast-paced environment.

If you are looking for a great company to build your career with, with tons of growth opportunities, that thrives on innovative design and cutting-edge technology, then PMP is for you!

We offer:

• A competitive compensation package
• Employer-paid Extended Health & Dental benefits package
• Long-term disability insurance
• Employee & family assistance program
• Group RRSP program
• Opportunities for continuous education
• Phone Allowance
• Growth opportunities
• Amazing corporate culture
• Respectful work environment

Specifically, the Executive Assistant will…

• Act as an extension of the Executive Team at all times
• Support the Executive team of PMP and the broader group of companies with a variety of administrative and clerical-related tasks as assigned
• Organize and schedule appointments for the Executive team and maintain their calendars as required.
• Schedule Executive team meetings and Senior Management meetings across the group of companies.
• Create, update, and maintain the corporate calendar for the Executive and Senior Management teams of each of the companies in the construction group.
• Utilizing AI tools, ensure minutes are taken, compiled/summarized, filed, and distributed for all executive and senior management meetings.
• Set and send reminders for deliverables to the Executive team and Senior Management as requested and required
• Work with the Executive team and the business development team to ensure Christmas gifts and other interactions with clients are tracked, recorded, and completed.
• Write and distribute emails, correspondence memos, letters, forms, etc. for the Executive Team as directed.
• Track, record, and report on all conferences, industry-related events, and supplier-paid trips or excursions that PMP senior management attends and/or is invited to.
• Book travel arrangements for the Executive team as required.
• Reconcile and file corporate credit cards monthly for the Executive team and the Senior Management team.
• Support the work of the Executive team by working on firm-wide events and special projects as required.
• Act as the primary point of contact for the Executive Team with both internal and external clients.
• Ensure all guests are greeted promptly and professionally
• Ensure that the group of companies is presented in the best light at all times
• Ensure that the office reflects the best of what the group of companies has to offer
• Ensure the building, grounds, and offices portray the image of the group of companies that we want – act as the liaison with the landlord, landscapers, cleaners, etc. to ensure that the professional image of the group is reinforced
• Oversee the receptionist and the duties of the reception desk to ensure that all office management functions are carried out efficiently and effectively
• Perform other duties as requested and required

Skills & Requirements

• Must be legally entitled to work full-time hours in Canada
• Able to work with a high degree of confidentiality
• Strong interpersonal skills
• Detail-oriented and extremely organized
• Proactive and reliable
• Able to self-manage continuous learning and skill development
• Tech-savvy
• Able to be flexible and adjust to changing priorities
• Strong work ethic and teamwork skills.
• Deadline-driven
• Must be approachable
• Must have strong problem-solving skills
• Strong verbal and written communication skills.
• Must have strong analytical skills
• Fluent in English.

Education & Experience

• Formal education in Business Administration, Business Management, Communications, or a related discipline is required.
• A minimum of 3 years of Canadian experience providing executive-level administrative support to a President, CEO, or senior executive in a complex organization is required.
• Experience supporting Executive Leadership Teams is a strong asset.
• Demonstrated experience managing complex executive calendars, coordinating meetings, preparing executive correspondence, reports, presentations, and briefing materials, and handling confidential information with a high degree of discretion.
• Advanced proficiency with Microsoft Office 365, including Outlook, Word, Excel, PowerPoint, and Teams, is required.
• Demonstrated experience managing complex executive calendars, coordinating meetings, preparing executive correspondence, reports, presentations, and briefing materials is required.
• Previous experience in the construction industry would be considered a strong asset.

Work Conditions

• This is a full-time (40 hours per week), office-based position.
• Manual dexterity is required to use desktop computers and peripherals.
• Able to lift 25 pounds.
• Overtime as required

Who are you?

• You value teamwork and consider yourself a true team player
• You represent yourself and your work with passion and pride
• You strive to do the right thing, always
• You want a challenging yet rewarding position

Compensation: $80,000 to $100,000/year + 5% RRSP + 100% Employer-paid Extended Health & Dental benefits package + Life Insurance + Long Term Disability + AD&D + Phone Allowance.