Office Administrator
4 weeks ago
Position Overview
The Executive Assistant/Office Administrator performs a variety of confidential executive and general office administration duties. This position requires the ability to work independently, exercising judgment and initiative while projecting a tactful, diplomatic and professional approach at all times. To be successful in this position, the candidate must be results-oriented and have the demonstrated ability to effectively prioritize workflow. This position is located in downtown Vancouver and is in-office Monday to Friday.
Key Responsibilities
Administrative support to assigned Vice Presidents and other executives, as required. Co-ordinating schedules, appointments, reservations, and travel arrangements. Organizing hotel accommodations and transportation for out of town visitors. Organizing meetings involving multiple senior executives. Preparation of accurate and timely expense reports for assigned executives. Preparation of materials and/or minutes for business meetings, a required. Communication of sensitive information to senior management/external sources. Warmly greet staff and visitors to the office at reception. As the first point of contact for many guests, it is important to act as a brand ambassador for Aecon. Office administration such as ordering supplies, processing invoices, and supplier relations. Ensuring office equipment and common areas including the kitchen and boardrooms are tidy and in good working condition. Plan, organize and follow-up on details relative to corporate events including invitations, selection of menus, seating arrangements, shuttles, etc. Administration of meeting materials including printing, binding, and delivery using in-house resources or out-sourcing. Participate as required in the organization and set-up of department-related promotional events. Support the project mobilization process for teams based in the Vancouver office. Other related general administrative duties as required.Required Knowledge and Experience
Minimum 3 years of administrative experience plus experience with supporting senior executives. Advanced skills in Microsoft Outlook. Intermediate skills in Microsoft Word, Excel, PowerPoint, and Adobe. Experience with SAP an asset. Demonstrated ability to effectively work in a dynamic environment. Detail-oriented. Proven ability to effectively prioritize workflow. Excellent interpersonal, written, and oral communication skills. Ability to exercise good judgment, show initiative, and be proactive. Ability to confidentially handle sensitive information.The expected pay range for this position is $60,000 to $70,000.
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