Executive Coordinator, Administrative Support

WSP USA; Whitby; On-site; CAD 70,000 - 90,000; Full time

Job summary

An infrastructure and environmental firm in Ontario is seeking an experienced Executive Coordinator to support its leadership team. The role involves managing complex schedules, preparing key documents, and ensuring smooth operations for the executives. Ideal candidates will have over 5 years of experience in executive support, be self-starters, and possess exceptional organizational and communication skills.

Benefits

Flexible Work Policy

Comprehensive benefits including virtual healthcare

Qualifications

• 5+ years of experience supporting corporate executives.
• Experience leveraging innovative tools/AI to drive efficiency.
• Strong organizational skills and ability to work independently.

Responsibilities

• Provide day-to-day VP and leadership support.
• Prepare and edit documents, presentations, and reports.
• Manage complex calendars and organize leadership meetings.

Skills

Organizational skills

Communication skills

Multitasking

Attention to detail

Proficiency in Microsoft Office Suite

Education

Post-secondary diploma in business administration or related discipline

Tools

Microsoft Office Suite

SharePoint

Oracle ERP

Job description

The Opportunity:

Are you a master of organization, a strategic thinker, and a trusted partner? This is your opportunity to work at the heart of leadership! You’ll be the engine behind the scenes, ensuring operations run smoothly and leaders stay focused on what matters most.

WSP is currently seeking an Executive Coordinator to support two members of our Earth & Environment Ontario and Atlantic Leadership team. This position will be responsible for providing a high level of support while maintaining company-wide best practices in responding to internal and external inquiries, developing and maintaining excellent relations with all employees, clients, and other stakeholders, and embodying the values and guiding principles of WSP.

The ideal candidate will be located in Ontario and possess exceptional communication and organizational skills, along with the ability to manage multiple tasks simultaneously. Working closely with our Executives, this role requires a high degree of professionalism and the ability to work independently with minimal supervision.

In addition to supporting the Environmental Management & Atlantic leadership groups, this role provides flexible assistance to other Earth & Environment Ontario leaders and strategic initiatives, ensuring the smooth organization and efficient operation of the E&E ONAC business.

Why choose WSP?

• We value and are committed to upholding a culture of inclusion and belonging
• Our Flexible Work Policy– we recognize the importance of balance in our lives and encourage you to prioritize the balance in yours. We will support you on and off the job so you can be fully present in both your work and home lives.
• A Canadian success story - we're proud to wear the red and white of this beautiful country and show the world what Canada has to offer.
• Enhance the world around you - from the environment to the highways, to the buildings and the terrain, WSP is the fabric of Canada.
• Outstanding career opportunities - we're growing and pushing ourselves every day to be greater than yesterday - we're open to your ideas and trying new things.
• A phenomenal collaborative culture and a workforce filled with genuinely good people who are doing humbly important work. Come find out for yourself what it's like to be a part of our journey.

We offer attractive pay, flexible work options, a great corporate culture, comprehensive and employee-focused benefits including virtual healthcare and a wellness platform as well as great savings programs, and a clear vision for the future.

#WeAreWSP

What you can expect to do here:

• Provide day-to-day VP and leadership support with professionalism and discretion
• Act as a brand ambassador, reflecting WSP’s values and guiding principles
• Prepare and edit documents, presentations and reports on behalf of the leadership team, ensuring accuracy
• Manage complex calendars across time zones, including meetings, travel, and logistics
• Organize leadership meetings and in-person events with precision
• Manage multiple SharePoint sites and access requests and ensure site materials and links are up to date
• Coordinate topics and guests for leadership team calls; participate on calls, prepare notes and circulate actions and materials Capture and share meeting minutes and follow-ups
• Maintain organization charts and email distribution lists
• Arrange travel and accommodations through WSP’s corporate provider
• Track and submit expense reports for corporate and personal transactions
• Support team communications and ensure timely distribution
• Collaborate with other administrators and provide backup support when needed
• Flexibility for occasional overtime and travel as required
• Other duties as assigned/required

What you’ll bring to WSP:

• Self-starter, resourceful, and works well independently and as part of a team
• Post-secondary diploma in business administration or a related discipline is preferable
• More than 5 years’ experience supporting corporate executives
• Experience leveraging innovative tools/AI to drive efficiency and automate routine tasks
• Proficient in Microsoft Office Suite, including Excel (data analysis, pivot tables, formulas), PowerPoint (presentation design and delivery) and Word; Oracle ERP proficiency is an asset.
• Experience with SharePoint site development and maintenance
• Ability to multitask, prioritize and effectively meet deadlines
• Consistent high-quality, accurate work, with attention to detail
• Mature judgement and discretion in handling confidential and sensitive information or situations
• Strong organizational skills, ability to work with minimal supervision, self-starter and resourceful
• Exceptional communication and interpersonal skills, with the ability to interact professionally with a wide range of individuals.
• Embodies and aligns with WSP's guiding principles.
• Fluency in English required; French is an asset but not required.