Executive Assistant

What is the Opportunity?

Aecon Civil is a recognized leader in the market, backed by strong self-perform capabilities and deep local expertise. We play a key role in building and enhancing infrastructure across Canada, the U.S., and an expanding international footprint, improving everyday life through the roads, bridges, tunnels, and transit systems that connect communities. With more than a century of experience and a full suite of integrated services, Aecon is a trusted partner for delivering complex civil projects, including tunnels, transit expansions, airports, ports, highways, and large-scale site development.

Reporting to the Senior Vice President, the Executive Assistant will be responsible for all administrative and operational support to the Senior Vice President and other senior executives, ensuring efficient day-to-day management of the business. This role is responsible for coordinating calendars and meetings, preparing reports and presentation materials, managing correspondence and documentation, maintaining organizational records, and supporting office operations and administrative processes across the team.

What You'll Do Here:

• Manage administrative correspondence and documentation related to construction project operations.
• Prepare reports, meeting materials, and executive committee minutes, including action item tracking and follow-up.
• Coordinate and manage the Senior Vice President’s calendar, meetings, travel, and scheduling requirements.
• Provide administrative support to other executives and team members as needed.
• Coordinate executive lunches and business meals, including bookings and logistics, while maintaining flexibility to support occasional early starts and other business needs.
• Maintain project, employee, and organizational records, ensuring documentation is accurate and up to date.
• Greet visitors and coordinate office access and parking requests with the receptionist.
• Manage and reconcile expense reports, ensuring accuracy, compliance, and timely processing.
• Handle sensitive and confidential information with the highest level of discretion, professionalism, and integrity.
• Manage office supply inventory, procurement activities, and signature approval processes.
• Provide day-to-day administrative support to help ensure the efficient operation of the Major Projects East team.

What You Bring to the Team:

• Diploma or post-secondary education in Administration, Executive Office Administration, Secretarial Studies, or a related field.
• 7 - 10 years of experience providing executive or senior-level administrative support.
• Experience dealing with travel management agencies is required.
• Proficiency with Concur SAP and Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.
• Excellent organizational, communication, and interpersonal skills with a collaborative approach.
• Exceptional time management skills, with demonstrated ability to take initiative, manage multiple priorities, and meet tight deadlines in a fast-paced environment.
• Able to work in-office 3 - 5 days per week to support business and operational needs.

Reason for Vacancy: New

The expected pay range for this role is $70,000 - $85,000 per year.

Individual pay is determined based on several factors, including work location, education, experience, unique skills and job conditions. Other considerations may include certifications, specialized training, and the complexity or scope of the role.