Urgent Need Executive Assistant

2 weeks ago

Toronto, Ontario, Canada Crosslinx Transit Solutions Full time

Overview

Crosslinx Transit Solutions (CTS) is a consortium comprised of EllisDon, SNC-Lavalin, Aecon and ACS - Dragados. CTS has been selected by Metrolinx and Infrastructure Ontario to deliver the Eglinton Crosstown Light Rail Transit Project and is seeking highly qualified, experienced personnel to join the team of this complex P3 design and construction project.

Executive Assistant

In this role the Executive Assistant responsibilities include: establishing and managing a variety of confidential administrative processes for a busy project organization.

The position involves interaction and communication with all levels of the organization and external clients.

Responsibilities

  • Promptly create/update presentation documents and files as requested
  • Understand and maintain corporate standards on all documents representing the company
  • Create / organize / maintain shared drive for all standard communication materials and tools to be accessed and utilized by associates within the company
  • Compile and package deliverables for clients
  • Coordinate and make arrangements for project meetings, conference calls, appointments, travel and other events (internal and external)
  • Prepare necessary materials for meetings including but not limited to project presentations, meeting minutes, outlines, agendas, itineraries
  • Create / develop documents, spreadsheets and task lists and followup on action items timely for and on behalf of executive to ensure all timelines are met
  • Track and submit expense reports in a timely manner
  • Communicate with accounting as necessary

Qualifications

  • Required Advanced knowledge in MS Office Application (Word, Outlook, Excel)
  • Desired 23 years of Construction Administration experience
  • Minimum 810 years of previous executivelevel assistant experience

Requirements:

  • Effective planning skills with ability to anticipate change and adjust accordingly
  • Ability to prioritize and manage several projects simultaneously with accuracy
  • Demonstrate ability to follow written and verbal instructions and work with limited supervision
  • Excellent organizational and time management skills
  • Excellent verbal and written communication and interpersonal skills; ability to communicate both informally and formally
  • Flexible to work extended hours if needed

Supervisory Responsibility:

  • None

Fiscal Responsibility

  • None

Extent of Internal/Public Contact

  • Deals with internal and external contacts in person and on the telephone

Physical Demands
Able to perform in a fast paced environment.

  • Walking, lifting, etc.

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