Executive Assistant

2 months ago

Mississauga, Canada Bird Construction Full time

Executive Assistant

Where Greatness Grows

The greatest achievements in history are borne from the greatness within people - where human potential meets vision, and passion fuels evolution. Unlocking this potential is the most important thing we do at Bird.

As a leader in Canadian construction for over 100 years, the impact of our team is etched deeply within the core of our legacy. Beyond Bird, this impact is felt in the fundamental aspects of our everyday lives. From the critical infrastructure we depend on, to the energy and resources that keep us moving - we are powering our communities and shaping Canada’s skylines coast-to-coast. Entrenched in the foundation of a culture built more than a century ago is an enduring quest to reimagine what is possible. Our impact is greater than ever, and we are looking for those who seek to redefine their story.

We are a dynamic team of over 5,000 with a range of professions, backgrounds, and areas of expertise. This breadth of diversity in people and opportunities is one of greatest aspects of building your career with Bird. Every trajectory looks different. At Bird, you hold the pen, and you write your story. As you unlock your potential, you are surrounded by a team that supports you every step of the way.

Be a part of our team, where we pride ourselves on the quality of our work and the way we treat each other and our partners. You will build a career and long-lasting relationships based on respect, collaboration, and a solution-focused mindset. Bird is a place where you will unlock your potential and achieve your goals.

The Executive Assistant will be a shared resource supporting the Chief People Officer (CPO) and the Senior Vice President, Strategic Development. The position provides executive level administrative support and acts as the primary point of contact on all matters pertaining to the CPO and Strategic Development offices. The work performed by the individual in this role is of a confidential nature.

This position is based in our Mississauga, ON, office.

What You Will Be Working On

Planning, Organizing & Communicating- Oversee the development of People & Culture (P&C) policies, procedures, and workflows.- Manage P&C calendar, P&C Dashboard, and P&C communications in collaboration with the CPO.- Collaborate with the CPO on Board, ELT, SMT and P&C presentation decks.- Plan PCLT offsite meetings, P&C Team meetings and events, and coordinate related logistics, such as room bookings, refreshments, and document preparation as required for all attendees.

Project Management- Coordinate and assist with the planning and implementation of office events including staff engagement (i.e., recognition, social events, fundraising, charity).- Own the client relationship with Medcan (annual medical assessment for senior leaders).- Lead the service award program including planning for annual service milestones and updating the 25 Year Club plaques on a quarterly basis.- Maintain the P&C SharePoint site by keeping the content relevant and current.

Administrative Support- Proactively anticipate and address the needs of the CPO and Strategic Development offices related to daily and future activities.- Act as the “gatekeeper” to the Executive’s calendars, using judgment to organize calendars to ensure that time is allocated to scheduled events or meetings.- Manage the Executive’s calendars including arranging meetings with internal and external stakeholders.- Coordinate and manage travel arrangements including liaising with third party travel agents, including booking hotel rooms and car rentals.- Prepare expense reports and process P&C invoices in a timely manner ensuring accuracy and efficiency.- Provide support for the day-to-day operations of the office, including catering requirements, ordering of office supplies, etc.- Provide support to other senior administrative staff as required, working in a collaborative team environment to contribute to the successes of the organization.- Other projects and duties as assigned by the CPO or Strategic Development offices.

What We Are Looking For- Post-secondary education, such as a degree or diploma in a related field, and/or relevant combination of experience- 3 - 5 years of administrative experience- Experience working with Executive Officers, Senior Management, and other leadership members in a corporate environment- Advanced technical proficiency in Microsoft Office Suite (e.g., Excel, Word, Visio, PowerPoint, Outlook)- Ability to work collaboratively with a positive attitude- Proven ability to demonstrate a high level of confidentiality, including tact and discretion in preparing, disclosing and handling information of a sensitive nature- Ability to manage multiple priorities simultaneously and meet the time demands of unpredictable activities- Strong problem-solving skills with a high degree of accuracy and attention to detail- Highly developed interpersonal and organizational skills- Exceptional profess

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