Administrative Support Specialist

4 weeks ago


Montreal, Quebec, Canada Construction PCL Inc. Full time
Key Responsibilities
  • Develop and maintain an organized filing system that facilitates easy reference and rapid retrieval of information.
  • Receive and screen incoming telephone calls to district executives, take messages as necessary, and respond accordingly.
  • Greet visitors, answer questions, and direct them to meeting rooms or connect them with staff members.
  • Establish and maintain strong, customer-focused relationships with key stakeholders and decision makers.
  • Organize meetings and special events, including negotiating, arranging for catering, locations, and distributing information.
  • Coordinate and prioritize district executives' calendar meetings and travel schedule, arranging travel, hotel, and car reservations, and preparing itineraries.
  • Mentor and coach junior support staff.
  • Demonstrate the ability to work autonomously with confidence, effectively managing tasks without constant supervision.
Qualifications
  • High school diploma required; postsecondary degree or diploma in office administration considered an asset.
  • 6 years of progressive experience as an administrative assistant, including a minimum of 3 years' experience supporting senior-level managers and/or district executives.
  • Excellent verbal and written communication skills, with the ability to communicate professionally with an executive audience.
  • Self-management skills to plan, organize, and prioritize tasks with conflicting deadlines in a fast-paced environment.
  • Ability to handle confidential and privileged information with discretion.
  • Ability to establish and maintain effective relationships with key stakeholders and decision makers.
  • General construction knowledge is considered an asset, with an understanding of terminology and processes when drafting correspondence.


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