Executive AssistantProject Manager

Dillon Consulting Limited; Saint John; Hybrid; CAD 60,000 - 90,000; Full time

Job summary

A leading Canadian consulting firm is seeking an Executive Assistant / Project Manager to support the CEO with comprehensive administrative and project coordination tasks. The role requires strong organizational skills, advanced proficiency in tools like MS Office Suite, and the ability to manage multiple projects efficiently in a fast-paced environment. The position offers hybrid working options to maintain a work-life balance.

Benefits

Competitive compensation package

Comprehensive health benefits

Retirement savings plan

Employee share purchase plan

Flexible work hours

Learning and Development opportunities

Qualifications

• Strong business acumen with the ability to analyze financial reports.
• Ability to manage multiple tasks in a fast-paced environment.
• Outstanding written and verbal communication skills.

Responsibilities

• Manage projects from initiation to completion.
• Support the CEO with administrative tasks and scheduling.
• Create executive-level communications and presentations.

Skills

Organization

Communication

Project Management

Relationship Building

Tech Savvy

Tools

MS Office Suite

Project Management Software

Bluebeam

ProCore

ProLog

Microsoft Project

Job description

Overview

Do you consider yourself a proactive tech‑savvy professional with strong organizational skills and a drive to turn ideas into action? Do you thrive on making connections and teaming up with high‑impact players both inside and outside the organization in a fast‑moving collaborative setting? If you’re a trusted problem‑solver with stellar communication skills and a sharp business mind, you’ll excel in our agile environment.

Your opportunity

We’re looking for a highly motivated and skilled Executive Assistant / Project Manager to be a pivotal support for our CEO. In this role, you’ll be the go‑to for comprehensive administrative, organizational, project coordination and communication support operating at the heart of a fast‑moving professional environment. If you’re driven by excellence and seeking a role with significant growth potential, this is your chance to shine.

At Dillon we operate as one team and the successful candidate will be based in our Saint‑John office. We offer flexible work hours and a hybrid work arrangement (3 days in the office minimum) to help balance the competing demands of work and personal life.

Responsibilities

Project management and execution of Strategic Initiatives

• Work on special projects and company initiatives by establishing goals and objectives, outlining the project scope, managing timelines, monitoring project progress, tracking budgets and providing regular updates to the CEO.
• Finalize and distribute business summaries and project reports.

Executive Partnership

• Serve as a high‑level confidential administrative ally to the CEO.
• Mastermind the CEO’s dynamic schedule, expertly coordinating meetings, preparing essential materials and providing proactive daily organizational support.
• Craft and polish executive‑level communications, impactful briefing notes and compelling presentations.
• Support strategic financial oversight by coordinating the reporting of operating budgets and progress on business plan objectives and key results, including organizing quarterly team meetings.
• Drive execution by managing requests vigilantly, tracking action items and ensuring key deliverables for the CEO are met by direct reports and support teams.
• Act as a key liaison and representative for the CEO with both internal colleagues and external stakeholders.
• Champion organized and confidential information flow through meticulous file and database management, including intuitive electronic filing systems.
• Arrange all aspects of business travel, ensuring smooth journeys from transportation to accommodation.
• Orchestrate productive internal meetings by preparing insightful agendas, capturing minutes and action items, tracking attendance and managing all logistics including virtual workspaces, resource tools, room bookings, set‑up and media support.
• Team up with fellow Executive Assistants to plan and execute large‑scale corporate events, meetings and conferences.
• Spearhead the coordination of special projects and company initiatives, including finalizing and distributing reports.
• Occasional business travel may be part of your adventure.

Learning & Development

• Demonstrate a commitment to self‑development, ongoing learning and professional development.
• Contribute to Dillon’s corporate profile through active participation in professional associations and committees.

Qualifications

• Possesses strong business acumen with the ability to analyze and interpret financial and business reports, ensuring the president receives thoroughly vetted and accurate information.
• Wizard of organization with an exceptional eye for detail and thrives on managing and prioritizing multiple tasks in a high‑energy fast‑paced setting.
• Outstanding written and verbal communication skills; prepares and polishes professional correspondence and materials with flair.
• Natural at building positive working relationships and interacting professionally with individuals at every level.
• Tech‑forward and adaptable, passionate about leveraging a variety of tools to enhance efficiency, including advanced proficiency in the MS Office Suite and familiarity with emerging technologies like AI.

Experience

• Three (3) to five (5) years of experience in project and administration management.
• Creative out‑of‑the‑box thinking, a passion for automation and true enthusiasm for technology.
• Prior experience in the fast‑paced financial startup or technology sectors is highly valued.

If you enjoy building growing and nurturing new and existing relationships with thought leaders and other stakeholders, then this position may be right for you!

Why choose Dillon

We live our core values :

• Reliability: words result in actions that build trust.
• Achievement: do the work to hit the target.
• Continuous development: always learning, always adapting, always growing.
• Creativity: discover new possibilities.
• Courage: do the things that matter, especially when it’s hard.
• Inclusiveness: enabling belonging to draw strength from our differences.

In addition we offer

• Employee share purchase plan; Dillon is 100% employee owned and share ownership is open to all employees.
• A competitive compensation package.
• Comprehensive health benefits.
• Generous retirement savings plan.
• Student loan repayment assistance with matching employer contributions.
• Flexible work hours and hybrid working options.
• Learning and Development opportunities.
• Focus on Innovation.
• Employee and Family Assistance program; a variety of EFAP tools and online resources to support well‑being are available to all employees.
• Goodlife Fitness Corporate Membership; our employees can take advantage of reduced annual membership fees.
• Wellness Subsidy; our employees can take advantage of a wellness subsidy that can be put towards expenses for a variety of health and/or wellness related activities such as gym membership, purchase of home fitness equipment, yoga classes and dance classes.

About Dillon

Dillon is a proudly Canadian employee‑owned professional consulting firm specializing in planning, engineering, environmental science and management. We partner with clients to provide committed, collaborative and inventive solutions to complex multi‑faced projects. With over 20 offices and more than 1,000 employees across Canada, Dillon offers a wide range of services related to building and improving facilities and infrastructure, protecting the environment and developing communities.

Now operating for over 75 years we continue to strive for excellence in everything we do. Dillon has been listed as one of Canada’s Best Managed Companies for the past 18 years and has the distinction of having achieved Platinum Club member status in this program.

Employment Equity Diversity & Inclusion at Dillon

Dillon is committed to the principles of employment equity, inclusiveness and diversity within our organization. We strive to achieve a workplace where opportunities are based on skills and abilities and that respects and values differences.

Inclusion is more than a word to us; it is the way we choose to run our business. We encourage you to contact us if you require accommodation during the interview process. We would love to hear from you!

Key Skills

• Bluebeam
• Construction Estimating
• Construction Experience
• ProCore
• Microsoft Outlook
• ProLog
• Construction Management
• Project Engineering
• Project Management
• Project Management Software
• Microsoft Project
• Budgeting

Employment Type: Full‑Time