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Executive Assistant

3 months ago

Toronto, Ontario, Canada Turner & Townsend Full time
Company Description


Do you want to be part of our successful business supporting our Managing Director for
Turner & Townsend in Canada? We are hiring a forward thinking
Executive Assistant to join our team.

At Turner & Townsend, we're passionate about making the difference.

That means delivering better outcomes for our clients, helping our people to realize their potential, and doing our part to create a prosperous society.

Our team is dynamic, innovative and client-focused. Our clients value our proactive approach, depth of expertise, integrity and the quality we deliver. As a result, our people get to work on some of the most exciting projects in the world.

Who are you?


You are an experienced
Administrative Assistant or Executive Assistant with - 7 years post-graduate experience looking for the next step or are currently undertaking a similar role in a similar environment.


Job Description:

  • Provide executive administrative support to the Managing Director, Canada.
  • Manage calendars and monitor outlook inbox.
  • Assist in daytoday operations including scheduling internal executive and management meetings, assist with agenda planning and presentation materials.
  • Coordinate Canada Board, Real Estate Board, Operations, Director, Canada Monthly and other meetings.
  • Prepare and coordinate reports and presentations. I.e., MD reports for board meetings, Canada Business Plan etc.
  • Attend, manage set up, share reports and take minutes during meetings.
  • Prepare and coordinate communications and publications on behalf of the Managing Director.
  • Research and prepare travel arrangements, meals, hotel bookings and itineraries for the Managing Director as well as liaising with other Executive support in relation to visiting Senior Management.
  • Execute inhouse or offsite activities including: setting workshop agenda and daily itineraries, manage guest list, source venues, prepare PowerPoint presentations, manage technology and/or instruct external AV vendors on needs, arrange catering, coordinate event booklets and SWAG, arrange flights and car travel for attendees.
  • Organize Companywide Townhall meetings including: creating agenda, presentation packs, manage technology, room set up, and provide refreshments.
  • Manage contracts and liaise with office vendors and service providers including cleaning, maintenance, catering and document management etc.
  • Prepare a weekly compliance report on company governance for MD and Cost Centre Leads.
  • Organize and assist with internal and external events such as the end of year holiday party.
  • Take annual fire warden training and become an assistant fire warden, assisting the floor warden as needed.
  • Assist staff with virtual business card set up and troubleshooting.
  • Maintain and track stock for new hire backpacks across Canada, reordering as needed.
  • Provide ad hock backup for Toronto office administrative assistants.
  • Work with IT on office equipment needs such as meeting room IT issues and office updates.
  • Submit MD expenses as needed.

Qualifications:

  • Knowledge of Office Administrator responsibilities, systems and procedures.
  • Proficiency in MS Office (MS Word, PowerPoint, Acrobat, Excel, Outlook).
  • Hands on experience with office equipment.
  • Proficient in communication platforms Teams, Skype for Business, Zoom.
  • Maintain and ensure strict confidentiality. High professional conduct, handling confidential matters with the utmost discretion and having a diplomatic approach to resolving issues are requirements at all times.
  • Excellent time management skills and ability to multitask, think quickly and prioritize work.
  • Attention to detail and problem solving skills.
  • Excellent written and verbal communication skills.
  • Strong organizational and planning skills in a fastpaced environment.
  • A creative mind with an ability to suggest improvements.
Additional Information

Turner & Townsend is a leading independent professional services company specializing in program management, project management, cost management and consulting across the property, infrastructure and natural resources sectors. With 128 offices in 50 countries, we draw on our extensive global and industry experience to manage risk while maximizing value and performance during the construction and operation of our clients' assets. We are an Equal opportunity employer who will ensure accommodations are available for applicants with disabilities upon request

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