Executive Assistant

6 months ago

Toronto, Canada IBI Group Full time

Company Description

Arcadis is the world's leading company delivering sustainable design, engineering, and consultancy solutions for natural and built assets. We are more than 36,000 people, in over 70 countries, dedicated to improving quality of life. Everyone has an important role to play. With the power of many curious minds, together we can solve the world’s most complex challenges and deliver more impact together.

**Job Description**:
Our Toronto office is seeking a dynamic and intuitive Executive Assistant to support our Global Director of Transit Projects.

This role sits within the Global Architecture & Urbanism Division which combines the expertise of IBI’s Buildings and Placemaking practice, our Places’ capabilities, and CRTKL’s multi-sector design leadership to offer a diverse range of solutions focusing on human-centric design, sustainability, and technology.

**Role Responsibilities**:
As an Executive Assistant your role accountabilities will include:

- 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**:
**Qualifications and Experience**:

- 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

We can only achieve our goals when everyone is empowered to be their best. We believe everyone's contribution matters. It’s why we are pioneering a skills-based approach, where you can harness your unique experience and expertise to carve your career path and maximize the impact we can make together.

You’ll do meaningful work, and no matter what role, you’ll be helping to deliver sustainable solutions for a more prosperous planet. Make your mark, on your career, your colleagues, your clients, your life and the world around you.

Together, we can create a lasting legacy.

**Our Commitment to Equality, Diversity, Inclusion & Belonging**:
**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**.

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