Executive Assistant
4 days ago
Aecon is a leader in infrastructure development, building what matters for future generations to thrive.
We lead some of the most impactful infrastructure projects of our generation, at the forefront of transformational change in transportation and energy, and partnering every day to build, connect, power, and strengthen our communities.
Our company values:
- Safety Always. Our number one core value. If we can't do it safely, we don't do it at all.
- Integrity. We lead by example, with humility and courage.
- Accountability. We're passionate about delivering on our commitments.
- Inclusion. We provide equitable opportunities for everyone.
What we offer:
- Support for your mental, emotional, and physical well-being.
- Opportunities for career growth through our Aecon University and Leadership Programs.
- Inclusive work environments, through initiatives like Equity, Diversity & Inclusion training, our Aecon Women in Trades and Aecon Diversity in Trades programs, and our Employee Resource Groups (ERGs).
- A commitment to sustainable construction, minimizing our impact on the environment and surrounding communities.
The Opportunity:
Under the direction of the Project Director, the Executive Assistant provides administrative support to the management team.
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:
- Diploma or technical degree in administration or secretarial work.
- 5 to 7 years of experience in a similar position.
- Knowledge of the construction industry is an asset.
- Good command of French grammar.
- Proficiency in Microsoft Office software.
- Knowledge of project management software (e.g. ACC, ACONEX, SAP) is an asset.
- Rigorous and meticulous.
- Great versatility, initiative, and ability to work within a multidisciplinary team in the field of construction.
- Great sense of organization.
- Communication skills and strong collaborative spirit.
- Positivism, leadership, and proactive and constructive approach.
- Flexibility with the schedule (when bids close).
- Ability to work under pressure with short deadlines.
Aecon fosters diversity, inclusion, and belonging within and across our organization. We welcome all to apply, including women, visible minorities, Indigenous peoples, persons with disabilities, and persons of any sexual orientation or gender identity.
We are committed to adhering to the objectives and requirements outlined in the Accessible Canada Act (ACA) and to meeting the accessibility needs of persons with disabilities in a timely manner, through the implementation of the requirements of the ACA and its applicable regulations. If you require accommodation under the ACA during any step of the application process, please click here.
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