Executive Coordinator, Administrative Support

WSP Canada; Whitby; On-site; CAD 60,000 - 80,000; Full time

Job summary

A leading engineering firm in Durham Region is seeking an Executive Coordinator to provide support to the leadership team. This role requires exceptional organizational and communication skills with over 5 years of experience in executive support. You will manage complex schedules, prepare documents, and act as a brand ambassador for the company. The position offers flexible work arrangements and a collaborative culture.

Benefits

Flexible work options

Comprehensive benefits

Attractive pay

Qualifications

• More than 5 years' experience supporting corporate executives.
• Self-starter, resourceful, and works well independently and as part of a team.
• Ability to multitask, prioritize and effectively meet deadlines.

Responsibilities

• Provide day-to-day VP and leadership support with professionalism and discretion.
• Prepare and edit documents, presentations and reports on behalf of the leadership team.
• Manage complex calendars across time zones, including meetings and travel.

Skills

Organizational skills

Communication skills

Time management

Professional discretion

Education

Post-secondary diploma in business administration or related discipline

Tools

Microsoft Office Suite

Oracle ERP

SharePoint

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 neededFlexibility 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.

WSP is one of the world's leading professional services firms. Our purpose is to future proof our cities and environments.

We have over 65,000 team members across the globe. In Canada, our 12,000+ people are involved in everything from environmental remediation to urban planning, from engineering iconic buildings to designing sustainable transportation networks, from finding new ways to extract essential resources to developing renewable power sources for the future.

At WSP :

• We value our people and our reputation
• We are locally dedicated with international scale
• We are future focused and challenge the status quo
• We foster collaboration in everything we do
• We have an empowering culture and hold ourselves accountable

Please Note :

Health and Safety is a core paramount value of WSP. Given the importance of keeping one another safe it is expected that you comply with our Health, Safety & Environment (HSE) policy at all times as well as client HSE policies when working at client locations.

Offers of employment for safety-sensitive positions involving fieldwork are contingent upon candidates being able to perform key physical tasks of the job as described in the job posting and interview. This may include the ability to work in a variety of environmental conditions, such as remote or isolated areas, working alone, and in inclement weather (within safe and reasonable limits).

WSP welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.

WSP is committed to the principles of employment equity. Only the candidates selected will be contacted.

WSP does not accept unsolicited resumes from agencies. For more information please READ THE FULL POLICY.