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Executive/Project Assistant

2 months ago

Dorval, Quebec, Canada Aecon Full time

Executive Assistant

Join Aecon, a Canadian leader in infrastructure development, as an Executive Assistant and contribute to the success of our projects. As a key member of our team, you will provide administrative support to the management team and play a vital role in ensuring the smooth operation of our construction projects.

About Aecon

Aecon is a company that safely and sustainably builds what matters for future generations to thrive. We lead some of the most impactful infrastructure projects of our generation, transforming transportation and energy, and partnering every day to build, connect, power, and strengthen our communities.

Key Responsibilities

  • 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 other 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

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
  • Have the ability to work under pressure with short deadlines

Aecon's Commitment to Diversity and Inclusion

Aecon fosters diversity, inclusion and belonging within and across our organization. We welcome all to join our team, including women, visible minorities, Indigenous peoples, persons with disabilities, and persons of any sexual orientation or gender identity.