Executive Assistant

1 month ago

Dorval, Quebec, Canada Aecon Full time

Job Opportunity:

The Executive Assistant will provide administrative support to the Project Director and the management team in the construction industry.

Key Responsibilities:

  • Provide administrative correspondence and support for the management of construction projects.
  • Prepare and submit monthly progress reports.
  • Take minutes of executive committee meetings and assist the Project Director in following up on actions.
  • Organize and manage meetings and agendas for the Project Director.
  • Support the project management team in developing tender documents.
  • Ensure that necessary forms are collected from various departments for project start-up.
  • Produce contract award letters and submit subcontracting reviews and other documents to the contractual department.
  • Document and maintain the process of calls for tenders.
  • Produce minutes of management meetings and 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 and the list of employees and the organizational chart.
  • Make requests for access to the office and parking, and ensure sufficient quantities of office supplies.
  • Manage signature requests for DCHs and related tasks.

Requirements:

  • Diploma or technical degree in administration or secretarial work.
  • 5 to 7 years of experience in a similar position.
  • Knowledge of the construction industry is an asset.
  • Good command of French grammar.
  • Proficiency in Microsoft Office software.
  • Knowledge of project management software (e.g. ACC, ACONEX, SAP) is an asset.
  • Rigorous and meticulous.
  • Great versatility, initiative, and ability to work in a multidisciplinary team.
  • Great sense of organization.
  • Good communication skills and collaborative spirit.
  • Positive attitude, leadership, and proactive approach.
  • Flexible schedule.
  • Ability to work under pressure with short deadlines.

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