Executive Assistant

23 hours ago

Vaughan, Canada Civica Infrastructure Inc Full time

Civica Infrastructure Inc. (Civica) is a municipal water resources engineering consulting company located in Vaughan, Ontario. We provide consulting services to both private and public sectors for storm and sanitary sewer capacity assessment and optimization. We are looking for an Executive Assistant to join our company.

At Civica, we are a team of high-performance individuals. Above all, we seek to grow with like-minded people who will be a great fit. Join us if you share our core values:

- Clients: Our client’s success is our success
- People: Treating others with dignity and honor is how we value people
- Dependability: We own our impact and have each other’s back
- Solutions: Converting issues, obstacles and complaints into solutions is what we do.
- Innovation: We work smart and continually improve who we are and how we work.

**Position Summary**:
The Executive Assistant (EA) strategically organizes meetings, events, and tasks to optimize their Executive’s time and keep productivity on track. The EA will field all meeting requests to create the ideal working calendar for the Executives. Aside from maintaining efficient calendars, the EA must also layer in the Executive’s day-to-day priorities and be sure time management is always top of mind. It is up to the EA to plan all meeting details including finding a time that works for all parties, prepping the Executives for the meeting, and sending out recaps and next step action items to attendees.

**Responsibilities**:
Scheduling and Calendar Management
- Scheduling meetings
- Organizing calendars
- Aim for a 24hr response time

Planning meetings
- Schedule necessary meetings
- Annotate meetings for the executive team (meeting minutes)

Handling Communications
- Business correspondence
- Proof reading reports (grammar, spell check)
- Drafting announcements
- Best practices research and report creation
- General administration and document management
- Assisting with Entrepreneurial Operating System (EOS) implementation on behalf of Integrator
- Assisting Company Rock completion and other special projects

Perform other related duties as required.

**Role KPIs**:

- Increase Integrator's capacity by 20%
- Increase VP of Operation's capacity by 10%
- Increase Business Unit Leader's capacity by 10%
- 100% of Integrator's meetings have stated objectives, agenda, stated preparatory work, and distributed minutes with actions and follow-up items
- Assisting Integrator to achieve 80% score in EOS Organizational Check-Up Survey and 729+ PWR score
- 100% of Integrator's meetings have stated objectives, agenda, stated preparatory work, and distributed minutes with actions and follow-up items
- Assisting Integrator to achieve 80% score in EOS Organizational Check-Up Survey and 729+ PWR score

**Working Conditions**: Normal working hours in a fast-paced office environment. This position will require in-office presence and may be eligible for 1 WFH day a week. Will likely work under tight deadlines, and may be required to work overtime to meet deadlines.

**Requirements**:

- 2-3 years of prior related experience
- Business Administration diploma at a post-secondary institution
- Computer Science or Data Science background an asset
- Strong written and oral communication skills
- Organization and time management skills
- Research and report writing skills
- Ability to handle sensitive information with discretion and confidentiality
- Great attention to detail

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