Kitchener Executive Administrative Assistant

7 days ago

Kitchener, Canada Callidus Engineering Full time

We are the **Callidus Engineering team**. We make buildings work

We offer a diverse, flexible workplace where you have a career, not just a job.

**Callidus Engineering** is built on values of community, ambition and integrity. We value our team members. We are always striving to improve. We mean what we say.

Do you have 3-5+ years of administration experience? If so, we are looking for you to complement our Kitchener Office
- We have competitive wages
- We offer a competitive benefits package
- Incentive compensation based on the performance of the company.

Your primary role will be Executive Assistant to the Branch Manager. The purpose of this role is to maximize efficiency of the Branch Manager and reduce the amount of time the Branch Manager spends on daily operational tasks. Effectively, your job is to make the Branch Manager’s job easier.

Your secondary role will be Administrative Assistant to other staff in the Kitchener office.

**Responsibilities Include**
- Executive Assistant
- Coordinate travel arrangements and manage and prepare expense reports for the Branch Manager.
- Assist with project management duties of the branch manager including preparation meeting minutes, field reviews, proposals, coordination of documents, meeting coordination, under direction of the branch manager, etc.
- Assist with monthly and quarterly reports to the Executive Team and Shareholders.
- Assist the branch manager in a variety of project and management related items as needed.
- Administrative Assistant
- Greet all visitors, answer phones and direct inquires to the appropriate staff.
- Manage incoming and outgoing mail and courier packages.
- Assist technical staff with reports and construction documents.
- Manage office supplies and general office organization.
- Coordinate travel arrangements for KW staff.
- Plan and execute events for the KW office.
- Support Onboarding of new employees of KW office.
- Provide coverage for other EA’s/Admin during vacation time/absence.
- Assist the head office with general administration duties as required.

**Required Experience**
- A minimum of 3-5 years experience working as an Executive Assistant supporting senior leaders.

**Qualifications**
- Post-secondary diploma in Office/Business Administration or similar program.
- Strong skills in Microsoft Office (Word, Excel, Power Point) and the Windows environment.
- Excellent verbal and written communication skills.
- Ability to maintain a professional demeanor and positive service attitude with all clients/staff.
- Ability to multi-task in a fast -paced, deadline driven environment with a high degree of efficiency.
- Available to work some overtime when needed.
- A team player with strong interpersonal skills and ability to interact with team members across offices.
- A self-starter with the ability to learn quickly.
- Exercise discretion and maintain confidentiality.
- A passion for details and organization.

**Nice to Have**
- Experience in building design or construction industries.
- Experience with cloud-based software such as Ajera (Project Management and Accounting) and Bamboo (Human Resources).
- Experience in invoicing or bookkeeping an asset.

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