Assistant, Executive
What is the Opportunity?
Under the direction of the Project Director, the Executive Assistant provides administrative support to the management team.
Key Responsibilities what is the Opportunity?
- Carry out administrative correspondence relating to the management of a construction project
- Prepare the monthly progress report
- Draw up the minutes of the executive committee and assist the project director in the follow-up of actions
- Organize and manage the meetings and agenda of the Project Director
- Support the project management team in the development of tender documents
- Ensure that the various forms necessary for the start of the project are collected from the various departments concerned
- Produce the contract award letters
- Submit subcontracting reviews and toher documents to the contractual department
- Document and maintain the process of calls for tenders
- Produce minutes of management meetings
- Produce contracts for the award of subcontracting lots
- Ensure that all necessary documents are obtained when handing over cheques to subcontractors and suppliers
- Maintain various records
- Maintain the list of employees and the organizational chart
- Make requests for access to the office and parking
- Ensure sufficient quantities of office supplies and responsible for procurement
- Manage signature requests for DCHs and take care of related tasks
Minimum Requirements
- Hold a diploma or technical degree in administration or secretarial work;
- Have 5 to 7 years of experience in a similar position;
- Knowledge of the construction industry is an asset;
- Have a good command of French grammar;
- Proficiency in Microsoft Office software;
- Knowledge of project management software (e.g. ACC, ACONEX, SAP) is an asset
- Be rigorous and meticulous
- Demonstrate great versatility, initiative and have the ability to work within a multidisciplinary team in the field of construction
- Possess a great sense of organization
- Have communication skills and demonstrate a strong collaborative spirit
- Demonstrate positivism, leadership and have a proactive and constructive approach
- Be flexible with the schedule (when bids close)
- Have the ability to work under pressure with short deadlines
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