President’s Executive Assistant

4 days ago

Waterloo, Canada DEI & Associates Full time

Role President’s Executive Assistant

Job Location Waterloo, Ontario

Pay Band $35.00 - $40.00 per hour

Job Details Full-Time

**Overview**

DEI Consulting Engineers Inc. (DEI) is a professional mechanical and electrical consulting engineering firm providing services to architects and building owners in the building service industry since 1999. With a comprehensive list of completed projects ranging from residential, educational, institutional, recreational, and commercial, DEI has the experience to provide full service mechanical and electrical consulting for any building.

**Role Overview**

DEI’s goal is to hire a dedicated, organized, and highly professional President’s Executive Assistant with a minimum of five years experience in an administrative role preferably in the construction industry at an executive level.

**On Site Review**
- Interact and work closely with the President.
- Keep the President fully prepared and informed.
- Maintain and prioritize the President’s complex calendar including scheduling meetings, appointments, task focus time, etc. while troubleshooting conflicts.
- Coordinate all travel logistics for President (flights, car rentals, hotels, country currency, etc.) for seamless travel.
- Track to-dos and reminders to keep things moving forward.
- Prepare reports and presentations utilizing Microsoft Word, Excel, and PowerPoint.
- Attend required meetings, take minutes, and follow up on action items.
- Handle confidential communications.
- Track and complete President’s timer and expense reports.
- Maintain an orderly filing, correspondence, and retrieval system (paper and electronic).
- Other duties as assigned.

**Qualifications**:

- Minimum of five (5) years providing high-level executive and administrative support or equivalent in the construction industry strongly preferred.
- Ability to prioritize tasks to meet deadlines and deliverable dates while working on a number of ongoing tasks.
- Expert proficiency with Microsoft Office software including Word, Outlook, Excel, Powerpoint, and other standard computer software programs (i.e. PDF editors).
- Strong organizational skills and an ability to be flexible.
- Strong interpersonal and communication skills both written and verbal, in person, phone, Microsoft Teams, and virtual meetings.
- High degree of professional integrity and sound judgement, discretion, professionalism, and extreme confidentiality are essential.
- Proven ability to meet tight deadlines while prioritizing and handling multiple projects simultaneously.
- Ability to work both independently and across teams and functions.
- Detail-obsessed, nothing goes unnoticed with impeccable follow up.
- Professional and poised, able to build trust across all levels, from junior staff to executives.
- A strategic doer, with the ability to see the big picture.
- Proactive and independent, anticipate needs and acts without waiting to be asked.

**Application Process**

** Appropriate accommodations will be provided upon request throughout the hiring process as required under the Accessibility for Ontarians with Disabilities Act (AODA).

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