Regional Administrative Assistant

Black & McDonald Limited; Hamilton; On-site; CAD 40,000 - 80,000; Full time

Job summary

An established industry player is seeking a Regional Administrative Assistant to support its Southwest Ontario Region. This role is perfect for organized and detail-oriented professionals who thrive in a fast-paced environment. You will be responsible for managing administrative tasks, coordinating communications, and ensuring the smooth operation of the office. Join a collaborative team that values innovation and commitment to excellence. This is an exciting opportunity to contribute to a reputable company with over a century of experience in delivering high-quality services. If you are ready to make a difference and grow your career, we want to hear from you!

Qualifications

• 1-3 years of experience in an executive administrative role or relevant management.
• Post-secondary education in Business or related field is required.

Responsibilities

• Provide proactive administrative assistance to the Regional Vice President.
• Prepare and format documents, including confidential correspondence and reports.

Skills

Organizational Skills

Attention to Detail

Confidentiality

Communication Skills

Problem-Solving

Teamwork

Education

Post-secondary education in Business

Tools

Microsoft Excel

Microsoft Word

Microsoft Teams

MS 365

Job description

BUILD YOUR CAREER AT BLACK & MCDONALD

Black & McDonald is an integrated, multi-trade service provider that safely delivers high quality construction, facilities management, and technical solutions. We are a family-owned and family-run company that employs thousands of highly skilled and talented professionals across North America. With over 100 years of diverse market experience, we are a forward-thinking organization with a strong track record of delivering operational excellence and customer-focused solutions that stand the test of time.

ABOUT THIS CAREER OPPORTUNITY

Black & McDonald’s team is growing! If you are committed and collaborative professional, looking to contribute to a hard-working, innovative team, this opportunity is for you. The Regional Administrative Assistant will be accountable for supporting the administrative, organizational, and daily needs of the Southwest Ontario Region of Black & McDonald.

The ideal candidate for this position must have exceptional organizational and prioritization skills with a high attention to detail and confidentiality. A background in construction or service is strongly encouraged as the candidate will be responsible for facilitating administrative duties related to maintenance services, projects and construction. The Regional Administrative Assistant reports directly to the Regional Vice President at the office in Stoney Creek, ON.

RESPONSIBILITIES

• Provide proactive administrative assistance including liaising with internal and external contacts, to ensure all needs of the Regional Vice President and other Regional stakeholders are met
• Communicate regularly with key stakeholders throughout the company such as CEO, Division Managers, governmental agencies, lawyers, etc., with sensitivity to deadlines and unique requirements of the business unit
• Assist in the preparation of professional correspondence and reports under tight deadlines
• Maintaining files for contracts, WSIB, and other legal documentation, such as Insurance and Bond requirements
• Identify and respond to requests confidently and be a professional representative of the Regional team
• Prepare, compose, and format a variety of documents, including highly confidential correspondence, reports, presentations, contracts, and client proposals of exceptional quality
• Liaise with internal staff at all levels
• Maintain management reports and correspondence for the Vice President
• Review and prepare documents for signature
• Reconcile credit card statements regularly according to the established financial process
• Provide administrative and other support to various departments as needed, in collaboration with the Human Resources Generalist
• Assist with onboarding, document organization and other team HR-related administration
• Organize team communications and plan meetings, both internally and offsite
• Administration tasks and office management as assigned
• Other administrative duties as needed on a day to day basis

COMPETENCY REQUIREMENTS

• Maintains a confidential and professional demeanor at all times with fellow employees, vendors, sub-contractors, and clients
• Ability to manage pressure, maintain focus and deal effectively with setbacks while remaining positive
• Portrays a positive image and motivates colleagues at all times to ensure continued success
• Embraces change and always willing to adopt new practices
• Holds self and others accountable
• Ability to approach problems logically, under pressure and seek innovative solutions
• Communicates effectively (verbally and written) at all levels within the organization and with external parties at all times maintaining confidentiality.
• Understands the needs and perspectives of both internal and external customers
• Promotes teamwork and collaboration
• Values and respects others, encourages and supports diversity

EDUCATION, WORK & SKILLS REQUIREMENTS

• Post-secondary education in Business or related field
• 1–3 years’ experience in executive administrative role, and/or relevant administrative management
• Strong technical skills in Microsoft Excel and Word, Teams, MS 365
• Self-starter with the ability to manage multiple projects and meet deadlines
• Ability to work independently with limited supervision
• Effective written and verbal communication skills
• Excellent interpersonal skills
• Demonstrates a commitment to providing excellent client service by building and maintaining productive relationships with both internal and external clients at all levels.
• Confidence to work in a highly technical and changing work environment
• Ability to work well under pressure
• Demonstrates ability to work in a multi-tasked, fast-paced, and changing environment

TRAINING

It will be necessary to participate in upgrading courses from time to time to keep abreast of changing policy, technology, and growth

Black & McDonald welcomes and encourages applications from persons with disabilities. Accommodations are available upon request for candidates taking part in all aspects of the recruitment and selection process.