Executive Assistant

Aecon Concessions; Toronto; On-site; CAD 70,000 - 85,000; Full time

Job summary

Aecon Concessions in Toronto, ON, is seeking an experienced Executive Assistant to support the Senior Vice President and other senior leaders with comprehensive administrative and operational tasks. You’ll help ensure efficient day-to-day management, calendar coordination, travel planning, and preparation of reports and materials.

Maintain records, assist office operations, and handle sensitive information with discretion.

Qualifications

• 7–10 years of executive support experience.
• Experience handling travel management.
• Strong organizational and communication skills.

Responsibilities

• Manage administrative correspondence and documentation for the SVP and senior executives.
• Prepare reports, meeting materials, and minutes with action item tracking.
• Coordinate the SVP’s calendar, meetings, travel, and scheduling.

Skills

Executive support

Calendar management

Travel coordination

Communication

Education

Diploma in Administration

Tools

Concur SAP

MS Office

Job description

Location: Toronto, ON, CA

Operating Sector: Major Projects East

Position Title: Executive Assistant

Come Build Your Career at Aecon!

Aecon delivers some of the most complex and impactful infrastructure projects — from transformative transportation networks to critical energy, industrial and nuclear programs. The projects we build connect communities and power future generations. With deep roots in North America and a strong footprint internationally, Aecon brings global expertise and proudly serves public and private sector clients through its Construction and Concessions segment.

Safety Always is not only our #1 core value – it is the standard that anchors our culture. We believe the most ambitious projects deserve the most committed people. At Aecon, you won’t just build your career — you’ll help build what matters to enable future generations to thrive.

At Aecon, you can count on:

• Safety Always. Our number one core value. The safety of our people, projects, partners, and stakeholders is our priority focus – today and always.
• Integrity. We lead by example, with humility and courage.
• Accountability. We’re passionate about delivering on our commitments.
• Inclusion. We provide opportunities where people feel valued, supported, and empowered to contribute fully.

We deliver infrastructure with purpose, and our people are at the heart of everything we do. Aecon employees are incredibly proud to build some of the most impactful infrastructure of this generation – we call it Aecon Proud.

At Aecon we:

• Ensure you and your family receive the services and benefits needed to support your mental, emotional, and physical well-being.
• Are intentional when it comes to investing in your development. We help you build your career and advance your skills through our Aecon University, tuition reimbursement, and Leadership Programs.
• Are committed to creating work environments focused on mutual respect, teamwork, collaboration, and new ideas, through meaningful initiatives, training, partnerships with Veteran groups, our Aecon Women in Trades and diversity programs, as well as our Employee Resource Groups (ERGs), to ensure we are building with top talent and harnessing our collective strengths within every aspect of our culture.
• Operate responsibly by managing risk, safety, and environmental considerations across all our projects and surrounding communities.

Our success is built on the passion, expertise, and dedication of our people. Together, we embrace strong execution, innovation, and continuous improvement – values that come to life through the unique talents and collaborative spirit of every team member. If you’re inspired to make a difference through future-building projects, join our best-in-class team.

What is the Opportunity?

Aecon Civil is a recognized leader in the market, backed by strong self-perform capabilities and deep local expertise. We play a key role in building and enhancing infrastructure across Canada, the U.S., and an expanding international footprint, improving everyday life through the roads, bridges, tunnels, and transit systems that connect communities. With more than a century of experience and a full suite of integrated services, Aecon is a trusted partner for delivering complex civil projects, including tunnels, transit expansions, airports, ports, highways, and large-scale site development.

Reporting to the Senior Vice President, the Executive Assistant will be responsible for all administrative and operational support to the Senior Vice President and other senior executives, ensuring efficient day-to-day management of the business. This role is responsible for coordinating calendars and meetings, preparing reports and presentation materials, managing correspondence and documentation, maintaining organizational records, and supporting office operations and administrative processes across the team.

What You'll Do Here:

• Manage administrative correspondence and documentation related to construction project operations.
• Prepare reports, meeting materials, and executive committee minutes, including action item tracking and follow-up.
• Coordinate and manage the Senior Vice President’s calendar, meetings, travel, and scheduling requirements.
• Provide administrative support to other executives and team members as needed.
• Coordinate executive lunches and business meals, including bookings and logistics, while maintaining flexibility to support occasional early starts and other business needs.
• Maintain project, employee, and organizational records, ensuring documentation is accurate and up to date.
• Greet visitors and coordinate office access and parking requests with the receptionist.
• Manage and reconcile expense reports, ensuring accuracy, compliance, and timely processing.
• Handle sensitive and confidential information with the highest level of discretion, professionalism, and integrity.
• Manage office supply inventory, procurement activities, and signature approval processes.
• Provide day-to-day administrative support to help ensure the efficient operation of the Major Projects East team.

What You Bring to the Team:

• Diploma or post-secondary education in Administration, Executive Office Administration, Secretarial Studies, or a related field.
• 7 - 10 years of experience providing executive or senior-level administrative support.
• Experience dealing with travel management agencies is required.
• Proficiency with Concur SAP and Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.
• Excellent organizational, communication, and interpersonal skills with a collaborative approach.
• Exceptional time management skills, with demonstrated ability to take initiative, manage multiple priorities, and meet tight deadlines in a fast-paced environment.
• Able to work in-office 3 - 5 days per week to support business and operational needs.

Reason for Vacancy: New

The expected pay range for this role is $70,000 - $85,000 per year.

Individual pay is determined based on several factors, including work location, education, experience, unique skills and job conditions. Other considerations may include certifications, specialized training, and the complexity or scope of the role.

Aecon fosters diversity, inclusion and belonging within and across our organization. We welcome all to apply including, women, visible minorities, Indigenous peoples, persons with disabilities, and persons of any sexual orientation or gender identity.

We are committed to adhering to the objectives and requirements outlined in the Accessible Canada Act (ACA), and to meeting the accessibility needs of persons with disabilities in a timely manner. Through the implementation of the requirements of the ACA and its applicable regulations, appropriate accommodations will be provided upon request throughout the interview and hiring process.

As part of our commitment to fair and transparent hiring practices, Aecon may use artificial intelligence (AI) tools to assist in screening and reviewing candidates. These tools are applied responsibly and in accordance with applicable privacy laws and Aecon’s AI Usage Policy. All final decisions are made by qualified Aecon team members.