Executive Assistant

Black & McDonald; Toronto; On-site; CAD 60,000 - 90,000; Full time

Job summary

A leading construction firm seeks an Executive Assistant to support the Vice President. This role involves managing calendars, organizing meetings, and performing a variety of administrative tasks. Ideal candidates will have over 8 years of experience, strong organizational skills, and proficiency in MS Office. The company offers competitive compensation, benefits, and opportunities for growth.

Benefits

Competitive compensation and benefits packages

Team events and outings year-round

Opportunities to learn and grow

Qualifications

• 8+ years of experience in a Senior Administrator/Executive Assistant capacity.
• Experience in a fast-paced work environment, preferably in construction.

Responsibilities

• Manage VP's calendar and administrative tasks.
• Attend meetings and prepare agendas/minutes.
• Organize internal/external meetings and events.

Skills

Communication

Time Management

Problem Solving

Organization

Education

Post-secondary education in a related field

Tools

MS Office

JD Edwards or Oracle-based ERP

Job description

Black & McDonald’s Southern Ontario Region is growing! If you are committed and collaborative professional looking to contribute to a hard-working, innovative team, this opportunity is for you.

The Executive Assistant is located in Scarborough, Ontario, and reports directly to the Vice President (VP). Duties and responsibilities include but are not limited to :

• Work with discretion and tact in an environment exposed to a high level of sensitive and confidential information
• Attend internal management meetings including preparation of agendas and meeting minutes, as required
• Organize internal and external meetings and events as requested by RVP and an additional VP
• Maintenance of VP Calendar(s)
• Assist VP with a variety of administrative tasks (i.e. expenses, scheduling, errands, etc.)
• Respond to emails requests on behalf of the VP
• Prepare monthly and quarterly reports, as required
• Responsible for coordinating Bonding and Insurance requirements for Regional proposals and projects
• Manage and organize travel arrangements for regional staff, as required
• Manage, coordinate and organize client and business development related events, as necessary
• Proficiency in Microsoft Office is a must – i.e. Outlook, Word, Excel, and PowerPoint
• Maintain an organized filing system of paper and electronic documents
• Collaborate with other company Executive Assistants and colleagues actively
• Manage the day-to-day work flow as well as possess confidence and strong communication skills to interface with all levels of staff
• Provide backup assistance to other regional support staff, as needed
• Ability to multitask and meet several active and competing priorities
• Self-starter, forward thinking, and ability to take ownership of responsibilities and manage related tasks, deadlines and effort to completion
• Poised, refined style of written and interpersonal communication; strong proofreading skills
• Other duties as required

COMPETENCY REQUIREMENTS

• Change Orientation
• Communicates Effectively
• Customer Focus
• Holds Self and Others Accountable
• Problem Solving and Innovation
• Teamwork and Collaboration
• Values and Respects Others

EDUCATION REQUIREMENTS

• Post – secondary education in a related field is considered an asset

WORK EXPERIENCE REQUIREMENTS

• 8+ years of experience in a Senior Administrator / Executive Assistant capacity
• Experience in a fast-paced work environment
• Construction industry experience is considered an asset

SKILLS, ABILITIES, AND OTHER REQUIREMENTS

Proficient knowledge and understanding of :

• Business operations processes
• Organization and time management

Advanced user of :

• MS Office (Word, Excel, PowerPoint)
• JD Edwards or an Oracle-based ERP system considered an asset

Black & McDonald welcomes and encourages applications from persons with disabilities. Accommodations are available upon request for candidates taking part in all aspects of the recruitment and selection process.

Competitive compensation and benefits packages

Interesting and challenging work

Team events and outings year-round

One company with endless opportunities to learn and grow