Office Administrator

Position Overview

The Executive Assistant / Office Administrator performs a variety of confidential executive and general office administration duties.

This position requires the ability to work independently, exercising judgment and initiative while projecting a tactful, diplomatic and professional approach at all times.

To be successful in this position, the candidate must be results-oriented and have the demonstrated ability to effectively prioritize workflow.

This position is located in downtown Vancouver and is in-office Monday to Friday.

Key Responsibilities

• Administrative support to assigned Vice Presidents and other executives, as required.
• Co-ordinating schedules, appointments, reservations, and travel arrangements.
• Organizing hotel accommodations and transportation for out of town visitors.
• Organizing meetings involving multiple senior executives.
• Preparation of accurate and timely expense reports for assigned executives.
• Preparation of materials and / or minutes for business meetings, a required.
• Communication of sensitive information to senior management / external sources.
• Warmly greet staff and visitors to the office at reception. As the first point of contact for many guests, it is important to act as a brand ambassador for Aecon.
• Office administration such as ordering supplies, processing invoices, and supplier relations.
• Ensuring office equipment and common areas including the kitchen and boardrooms are tidy and in good working condition.
• Plan, organize and follow-up on details relative to corporate events including invitations, selection of menus, seating arrangements, shuttles, etc.
• Administration of meeting materials including printing, binding, and delivery using in-house resources or out-sourcing.
• Participate as required in the organization and set-up of department-related promotional events.
• Support the project mobilization process for teams based in the Vancouver office.
• Other related general administrative duties as required.

Required Knowledge and Experience

• Minimum 3 years of administrative experience plus experience with supporting senior executives.
• Advanced skills in Microsoft Outlook.
• Intermediate skills in Microsoft Word, Excel, PowerPoint, and Adobe.
• Experience with SAP an asset.
• Demonstrated ability to effectively work in a dynamic environment.
• Detail-oriented.
• Proven ability to effectively prioritize workflow.
• Excellent interpersonal, written, and oral communication skills.
• Ability to exercise good judgment, show initiative, and be proactive.
• Ability to confidentially handle sensitive information.

The expected pay range for this position is $60,000 to $70,000.