Executive Assistant

1 month ago

Dorval, Quebec, Canada Aecon Full time

Job Opportunity

Aecon is seeking an experienced Executive Assistant to provide administrative support to the management team. The successful candidate will be responsible for carrying out administrative correspondence, preparing progress reports, and organizing meetings and agendas.

Key Responsibilities

  • Carry out administrative correspondence relating to the management of a construction project
  • Prepare the monthly progress report
  • Draw up the minutes of the executive committee and assist the project director in the follow-up of actions
  • Organize and manage the meetings and agenda of the Project Director
  • Support the project management team in the development of tender documents
  • Ensure that the various forms necessary for the start of the project are collected from the various departments concerned
  • Produce the contract award letters
  • Submit subcontracting reviews and other documents to the contractual department
  • Document and maintain the process of calls for tenders
  • Produce minutes of management meetings
  • Produce contracts for the award of subcontracting lots
  • Ensure that all necessary documents are obtained when handing over cheques to subcontractors and suppliers
  • Maintain various records
  • Maintain the list of employees and the organizational chart
  • Make requests for access to the office and parking
  • Ensure sufficient quantities of office supplies and responsible for procurement
  • Manage signature requests for DCHs and take care of related tasks

Minimum Requirements

  • Hold a diploma or technical degree in administration or secretarial work;
  • Have 5 to 7 years of experience in a similar position;
  • Knowledge of the construction industry is an asset;
  • Have a good command of French grammar;
  • Proficiency in Microsoft Office software;
  • Knowledge of project management software (e.g. ACC, ACONEX, SAP) is an asset
  • Be rigorous and meticulous
  • Demonstrate great versatility, initiative and have the ability to work within a multidisciplinary team in the field of construction
  • Possess a great sense of organization
  • Have communication skills and demonstrate a strong collaborative spirit
  • Demonstrate positivism, leadership and have a proactive and constructive approach
  • Be flexible with the schedule (when bids close)
  • Have the ability to work under pressure with short deadlines

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