Administrative Assistant

Graham is an employee-owned construction solutions partner that services the buildings, industrial, infrastructure, water and project finance sectors. We deliver lasting value for our clients through meticulous planning and scheduling, while upholding rigorous safety and quality standards. With offices throughout North America, our passionate and knowledgeable teams deliver projects that enable communities to thrive and people to live, work, move and grow in a rapidly changing world. With over nine decades of experience, Graham has the resources, capacity and expertise to undertake projects of every scope, scale and complexity. Join our team to deliver a better tomorrow.

**About the Role**

Reporting to various leaders within the company or the Senior Executive Assistant to the CEO, the Administrative Assistant provides administrative and clerical support to the team/leader, and is often the first point of contact for this group. The incumbent helps with day-to-day tasks, aiming to streamline efficiencies to ensure the team can focus elsewhere. This includes booking meetings, performing project-based work such as data entry and basic IT support, arranging catering, and supporting the team where needed. The incumbent may also be responsible for office-management functions, booking travel on behalf of staff, and reconciling expense reports.

**Roles and Responsibilities**

**Execution**
- Attend to the requirements and needs of the manager
- Assist the Senior Executive Assistant to the CEO with event planning and management
- Prepare meeting agendas, organize meetings, and produce minutes
- Manage travel arrangements and perform expense and credit card reconciliation

**Planning and Process**
- Plan for upcoming meetings
- Ensure documents are accurate and in line with Graham’s brand standards

**Financial Accountabilities**
- Ensure meeting costs are in line with the direction of the team and be conscious of meeting pricing
- Order corporate promotional materials and gifts in line with the Code of Business Conduct
- Exercise financial awareness and accountability when handling the Credit Card Expenses

**Client Focus**
- Develop and maintain relationships with vendors
- Liaise with external clients and develop and maintain relationships with parallel roles in other organizations
- Maintain a high level of professionalism with internal clients, representing Graham with high integrity

**HSEQ**
- Demonstrate HSE and Quality behaviors which reflect corporate expectations of Actively Caring and Road to Zero

**Education, Experience and Knowledge**
- Minimum high school diploma; Business school graduate is preferred
- 3-5 years of professional work experience in an administrative or receptionist role
- Excellent computer and typing skills
- Experience with MS Office Suite, Teams, and experience with SAP Concur is an asset, as well as event management software like Pheedloop
- Excellent customer service skills
- Professional and effective communication abilities and interpersonal skills
- Time-management skills and the ability to prioritize tasks
- Courteous, helpful, and professional demeanor
- Ability to work independently and without supervision

**Working Conditions**
- This role is primarily office or site-based
- This role may be required to work outside of normal hours

Graham is an Equal Opportunity Employer, and employment selection decisions are based on merit, qualifications, and abilities. Graham does not discriminate in employment opportunities or practices on the basis of race, color, religion, gender, national origin, age, sexual orientation, gender identity, disability, veteran status or any other characteristic protected by country, regional or local law.

No unsolicited resumes or phone inquiries from agencies, thank you.

As Graham's trusted recruitment partner, Jardeg aids in the hiring of skilled professionals who play a crucial role in the success of Graham's Buildings, Industrial, Infrastructure, Water, Development, Maintenance and Turnaround projects across Canada.