Executive Assistant – Civil & Infrastructure

Pomerleau; Montreal (administrative region); Hybrid; CAD 65,000 - 90,000; Full time

Benefits offered by this job

RRSP with up to 5% employer matching

Hybrid work model for corporate roles

Employee stock ownership program

Career growth through real development

Transit pass reimbursement

Minimum 4 weeks of vacation

Job summary

Pomerleau's Bridges and Marine Works team in Montreal, QC, seeks an Executive Assistant to be the right‑hand to the Vice President and a key partner to the leadership team. You will coordinate administrative activities, track strategic priorities, and prepare executive deliverables for large‑scale construction projects across Canada.

This role demands exceptional organizational skills, autonomy, discretion, and strong written communication.

Qualifications

• A diploma in Administration, Office Technology, Management, or a related field.
• At least five years of experience in an executive support or leadership coordination role.
• Exceptional organizational skills and the ability to manage multiple priorities simultaneously.
• Strong communication, writing, and summarization skills.
• A high level of autonomy, initiative, and professional judgment with discretion.
• The ability to collaborate effectively with stakeholders at all levels of the organization.
• Advanced proficiency in Microsoft 365, including Outlook, Excel, PowerPoint, Teams, and SharePoint.

Responsibilities

• Provide administrative and operational support to the Vice President and leadership team.
• Act as the central point of contact between directors, corporate functions, and internal stakeholders.
• Plan, prepare, and coordinate Monthly Operational Reviews (MORs) and other leadership meetings.
• Prepare agendas, meeting minutes, decision logs, and action item follow‑ups.
• Track commitments and ensure follow‑through on actions arising from management meetings.
• Coordinate leadership committees, collaborative meetings, and internal forums.
• Centralize, organize, and maintain division documentation.
• Manage and govern SharePoint sites and collaboration tools.
• Maintain organizational charts, distribution lists, and division directories.
• Prepare and format PowerPoint presentations, executive briefs, reports, and leadership documents.
• Produce summaries, dashboards, and decision‑support materials.
• Coordinate division events, workshops, retreats, conferences, and travel arrangements.
• Contribute to the continuous improvement of administrative and operational processes.

Skills

Executive support

MS 365

Communication

Discretion

Project coordination

Stakeholder mgmt

Education

Diploma in Administration or related field

Tools

Outlook

Excel

PowerPoint

Teams

SharePoint

Job description

As an Executive Assistant within Pomerleau’s Bridges and Marine Works team, you will serve as the right‑hand person to the Vice President and a key partner to the leadership team. You will contribute to the division’s operational efficiency by coordinating administrative activities, tracking strategic priorities, and preparing executive deliverables. Working on large‑scale construction projects across the country, you will have the opportunity to thrive in a dynamic environment where your organizational skills, autonomy, and proactive approach will have a direct impact on the team’s success.

Responsibilities

• Provide administrative and operational support to the Vice President and leadership team.
• Act as the central point of contact between directors, corporate functions, and internal stakeholders.
• Plan, prepare, and coordinate Monthly Operational Reviews (MORs) and other leadership meetings.
• Prepare agendas, meeting minutes, decision logs, and action item follow‑ups.
• Track commitments and ensure follow‑through on actions arising from management meetings.
• Coordinate leadership committees, collaborative meetings, and internal forums.
• Centralize, organize, and maintain division documentation.
• Manage and govern SharePoint sites and collaboration tools.
• Maintain organizational charts, distribution lists, and division directories.
• Prepare and format PowerPoint presentations, executive briefs, reports, and leadership documents.
• Produce summaries, dashboards, and decision‑support materials.
• Coordinate division events, workshops, retreats, conferences, and travel arrangements.
• Contribute to the continuous improvement of administrative and operational processes.

Qualifications

• A diploma in Administration, Office Technology, Management, or a related field.
• At least five years of experience in an executive support or leadership coordination role.
• Exceptional organizational skills and the ability to manage multiple priorities simultaneously.
• Strong communication, writing, and summarization skills.
• A high level of autonomy, initiative, and professional judgment.
• The professionalism and discretion required to handle confidential and sensitive information.
• The ability to collaborate effectively with stakeholders at all levels of the organization.
• Advanced proficiency in Microsoft 365, including Outlook, Excel, PowerPoint, Teams, and SharePoint.

Additional Assets

• Experience preparing executive presentations, management reports, and leadership‑level documentation.
• Experience in a project‑based environment or within the construction industry.

Benefits

• RRSP with up to 5% employer matching
• Hybrid work model for corporate roles
• Employee stock ownership program
• Career growth through real development opportunities
• Transit pass reimbursement — get to work for free
• Minimum 4 weeks of vacation from day one