Administrator, Assistant

3 weeks ago

Toronto, Canada Aecon Group Full time

**Build Your Career at Aecon**

Aecon is proud to build some of the most impactful infrastructure projects of this generation. From the roads and transit systems that connect our communities, to the communication networks that link us from coast-to-coast, and the water infrastructure that supplies our businesses and homes. Our integral work includes constructing the pipelines that join provinces with the energy that fuels the nation, and the airports and ports that connect us all. Aecon is there, safely and sustainably building the future.

**At Aecon we**:

- Ensure you and your family receive the services needed to support your mental, emotional, and physical well-being
- Believe in helping you build your career through our Aecon University and Leadership Programs
- Are committed to supporting and investing in inclusive work environments through initiatives like Equity, Diversity & Inclusion training.
- Are a leader in sustainable construction. With a strong commitment to operating responsibility by minimizing our impact on the environment and surrounding communities.

**Key Responsibilities**
- Provide proactive administrative support with a variety of responsibilities and special projects
- Schedule meetings/conferences calls and maintain the Executive’s calendar
- Arrange travel as required
- Prepare business expense reports when requested
- Process department invoices
- In charge of investigating and answering employee questions associated with their pay acting as a liaison between the employee and salary payroll department & hourly payroll department.
- Order supplies
- Support the preparation of reports and presentations for meetings
- Coordinate and participate in team meetings, manage agenda items and take minutes as requested
- Prepare new Employee Orientation packages and assist in offboarding employees including communication with payroll and IT
- Act as liaison between HR, new hire and managers regarding onboarding information.
- Plan, organize and follow-up on details related to offsite meetings
- Anticipate and assess the needs of executive to ensure their success.
- Other related general administrative duties as required

**Required Knowledge and Experience**
- 3-5 years’ experience supporting one or multiple senior executives
- Ability to maintain strict confidentiality
- High level of organization, problem solving and multi-tasking skills
- Effective communication skills, both written and oral.
- Positive, solution driven “can do” attitude.
- Meticulous attention to detail and accuracy.
- Ability to thrive in a fast paced, high pressure work environment while effectively managing competing and changing priorities.
- Proven time management skills with the ability to take initiative in the development and completion of assigned projects and duties.
- Build and maintain strong relationships across all levels of the company
- Liaise with other Executive Assistants as necessary.
- Strong technical competence in computer-based programs, i.e. Outlook, Word, Excel, and Power Point.

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