Executive Assistant

3 weeks ago

Dorval, Quebec, Canada Aecon Full time

Job Opportunity:

Under the direction of the Project Director, the Executive Assistant provides administrative support to the management team in a construction project setting.

Key Responsibilities:

  • Manage administrative correspondence related to project management.
  • Prepare monthly progress reports and ensure timely submission.
  • Take minutes of executive committee meetings and follow up on action items.
  • Organize and coordinate meetings and agendas for the Project Director.
  • Support the project management team in developing tender documents.
  • Ensure all necessary forms are collected from relevant departments for project commencement.
  • Produce contract award letters and submit subcontracting reviews to the contractual department.
  • Maintain records of calls for tenders and produce minutes of management meetings.
  • Produce contracts for subcontracting lots and ensure all necessary documents are obtained for cheque handovers.
  • Maintain employee records and organizational charts.
  • Manage access requests and parking for employees.
  • Ensure sufficient office supplies and procure materials as needed.
  • Manage signature requests for DCHs and handle related tasks.

Minimum Requirements:

  • Hold a diploma or technical degree in administration or secretarial work.
  • Have 5-7 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 ability to work in a multidisciplinary team.
  • Possess a great sense of organization.
  • Have strong communication skills and a collaborative spirit.
  • Demonstrate positivism, leadership, and a proactive approach.
  • Be flexible with the schedule and able to work under pressure with short deadlines.

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