Vice President Support Specialist

2 weeks ago

Vancouver, British Columbia, Canada Aecon Full time

About the Role

The Office Administrator will perform a variety of confidential executive and general office administration duties. This position requires the ability to work independently, exercising judgment and initiative while projecting a tactful, diplomatic and professional approach at all times.

Key Responsibilities

  • Provide administrative support to assigned Vice Presidents and other executives, as required.
  • Coordinate schedules, appointments, reservations, and travel arrangements.
  • Organize hotel accommodations and transportation for out-of-town visitors.
  • Organize meetings involving multiple senior executives.
  • Prepare accurate and timely expense reports for assigned executives.
  • Prepare materials and/or minutes for business meetings, as required.
  • Communicate sensitive information to senior management/external sources.
  • Welcome staff and visitors to the office at reception, acting as a brand ambassador for Aecon.
  • Perform general office administration tasks, such as ordering supplies, processing invoices, and managing supplier relations.
  • Ensure office equipment and common areas, including the kitchen and boardrooms, are tidy and in good working condition.
  • Plan, organize, and follow up on details related to corporate events, including invitations, menus, seating arrangements, shuttles, etc.
  • Administer meeting materials, including printing, binding, and delivery using in-house resources or outsourcing.
  • Participate in the organization and set-up of department-related promotional events.
  • Support project mobilization processes for teams based in the Vancouver office.
  • Perform other related general administrative duties as required.

Requirements and Qualifications

  • Minimum 3 years of administrative experience, preferably supporting senior executives.
  • Advanced skills in Microsoft Outlook.
  • Intermediate skills in Microsoft Word, Excel, PowerPoint, and Adobe.
  • Experience with SAP is an asset.
  • Demonstrated ability to work effectively in a dynamic environment.
  • Detail-oriented.
  • Proven ability to prioritize workflow effectively.
  • Excellent interpersonal, written, and oral communication skills.
  • Ability to exercise good judgment, show initiative, and be proactive.
  • Ability to handle sensitive information confidentially.

Compensation

The estimated salary range for this position is $60,000 to $70,000 per year, depending on qualifications and experience.

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