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Executive Assistant

4 months ago

North Vancouver, Canada Carlson Construction Group Full time

Since 1971, Carlson Construction Group has been constantly adapting, evolving, and growing to meet the changing needs of the marketplace. Integrating our many areas of expertise allows us to offer our partners and clients innovative end‐to‐end solutions that are unmatched in the market today. A proud and major contributor to large construction projects through Canada, Carlson Construction Group has an expansive list of services and resources unrivalled in the marketplace. With over 100 years of experience, our award‐winning group, which includes Brymark Installations, Corwest Fabrications, Vancouver Pile Driving and Aligned Industrial Services, continues to successfully build our clients’ vision with passion.

Carlson Construction Group is wholly-owned and operated by the Carlson Family.

**Key responsibilities**:

- Manage the CEO’s schedule and coordinate appointments, travel arrangements etc.
- Oversee all incoming and outgoing communications and confidential calendar management for the CEO
- Support executive team and Advisory Board with scheduling, travel arrangements, expense management, reporting, meeting planning, action item follow up and administrative tasks
- Prepare internal communications such as reports, presentations, and other documents as requested
- Attend meetings with the executive, take minutes, and follow up on action items
- Assist with Corporate document signatures and filings/liaises with legal counsel
- Assist in the coordination and execution of meetings and special events, including room reservations, catering, technical support, etc.
- Acts as Corporate Secretary for Advisory Board including preparing meetings, booking travel and meeting venues, ensuring board governance and taking and distributing highly confidential Minutes
- Assist with the preparation of presentations and marketing materials for prospective clients
- Create and maintain client databases and mail lists
- Handle confidential and sensitive information with discretion
- Provide effective administrative support and assist with special projects as needed

**Qualifications/Requirements**:

- Bachelor's degree in business administration, communications, or a related field
- 3+ years of experience in an executive assistant role or related administrative role
- Strong knowledge of software tools including Microsoft Suite (Outlook, Word, Excel, PowerPoint) Visio and Adobe
- Experience taking Minutes of Meetings
- Knowledgeable in operating office equipment (photocopier, postage machine)

**Skills/Abilities/Attributes**:

- Meticulous records maintenance skills
- Strong work ethic with the ability to handle stressful situations while maintaining composure
- Excellent interpersonal skills and a customer-focused approach
- High degree of professionalism with the ability to maintain privileged and confidential information
- Effective written and verbal skills to communicate with all levels of the organization
- Ability to take initiative, recognize opportunities, make improvements, implement solutions, and oversee processes
- Exceptional time-management and organizational/prioritizing skills with great attention to detail
- Good judgement to proactively and independently solve problems

**In return, we offer**:

- Competitive base salary
- Bonus eligible
- Company paid RRSP
- Professional development
- 14 statutory holidays (per calendar year)
- Competitive benefits program
- The ability to grow with a family-owned and operated group

We thank all those who apply. Only those selected for an interview will be contacted. Carlson Construction Group is an equal-opportunity employer committed to diversity, equity and inclusion.

Carlson Construction Group Inc. does not accept and is not responsible for any fees related to unsolicited résumés from agencies. Agencies should not submit resumes in response to this posting to Carlson employees or any associated company location.