Executive Assistant

6 months ago

Toronto, Canada IBI Group Full time

Company Description

We are a global team of dedicated and experienced architects, engineers, planners, designers and technology professionals who share a common desire - to help our clients create livable, sustainable, and advanced urban environments.

IBI Group is now proudly a part of Arcadis. Together, we are committed to improving the quality of life for our clients, people, partners and the communities we all serve.

**Job Description**:
**Overview**:
Our Toronto office is seeking a dynamic and intuitive Executive Assistant to support our Global Director of Transit Projects. This role requires an in-office presence 5 days/week.

**Most of the things you'll work on**:

- Provide administrative support including calendar and contact coordination. This includes coordinating a daily calendar and ensuring meetings are prepped with all necessary background context, materials, and research
- Schedule professional appointments
- Meeting support: arrange conference calls and in person meetings, room and meal arrangements; produce agendas and minutes; distribution and follow up on action items
- Prepare correspondence, contracts and corporate documents
- Prepare presentations and/or reports for corporate and client meetings
- Maintain effective, accurate and systematically organized files
- Receive and screen incoming calls
- Review and sort mail and packages sensitive to signatures and deadlines.
- Coordinate travel arrangements including hotel, rental car, flights, etc.
- Arrange Conference Registrations (workshops, forums, meetings, conventions) and assist in the preparation and logístical planning for company events
- Liaison with senior management and executive team, as well as key external contacts and clients
- Communicate effectively with outside clients and vendors and represent the office and the Company effectively and professionally
- Manage mobile phone accounts and arrange for appropriate geographic coverage
- Perform various confidential projects as assigned. Perform other duties as required

**Qualifications**:
**What you will need to have**:

- Bachelor’s degree
- ** Minimum 7 years of experience** in a similar Executive Assistant role supporting an executive in a leadership position; experience working in an Architectural engineering consulting environment is preferred
- ** Must be tech-savvy** with solid skills in MS Office (Word, Excel, PPT, Outlook) with a demonstrated ability to acquire new skills and leverage technology to increase efficiency/performance
- ** Must have excellent communication skills; written and verbal**:

- Knowledge of PowerBI is an asset
- Familiar with current technologies, like desktop sharing etc.
- Knowledge of social marketing, websites and infographics is an asset
- Detail-oriented with excellent organizational and time management skills
- Self-motivated, flexible, and enthusiastic team player committed to delivering high-quality results
- Strong ability to follow up assigned tasks
- Strong interpersonal skills with a client service approach; comfortable managing professional level communication with both internal staff and external clients
- Demonstrated ability to handle sensitive and confidential materials and communication while exercising sound judgment at all times

Additional Information
**Why you should work for Arcadis IBI Group**:
Office space:
The office is steps away from St. Clair station and is easily accessible by bike, TTC and car. Occupying 7 floors, with over 700 employees, it is the largest office at IBI Group. The floors are open concept and represent our collaborative approach to projects.

Our employees will find a design environment where collaboration is at the core of the business. We proudly support our team members through continuing education, completion of licenses and certifications, memberships in professional societies, seminar and conference attendance.
- Competitive Base Salary based on industry standards
- Robust Extended + Medical Benefits
- Participation in Incentives Program
- Coverage of Licensing Fees and Annual Dues to Professional Associations
- Professional Development & Self Directed Learning Resources

**We request applicants submit a RESUME highlighting relevant work experience; please limit PDF files to 10MB. For design-related roles, we also require a PORTFOLIO to review.**

We thank all applicants for their interest. However, only those selected for an interview will be contacted.

LI-OK1

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