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Executive Assistant

7 months ago

Montreal, Canada Construction PCL Inc. Full time
Responsibilities
  • Develops and maintains well-organized filing system that permits easy reference and rapid retrieval of information. 
  • Promptly receives and screens incoming telephone calls to the district executives, takes messages as appropriate. Elicits necessary information to allow timely and accurate responses and responds when appropriate. 
  • Greets all visitors, answers questions, and directs to meeting rooms, or connects them with staff members.
  • Develops and maintains strong, customer-focused relationships with key stakeholders and decision makers.  
  • Organizes meetings and/or special events, including, negotiating, arranging for catering, locations, and distribution of information. 
  • Coordinates and prioritizes district executives calendar meetings and travel schedule. Arranges travel, hotel, and car reservations and prepares itinerary. 
  • Mentors and coach junior support staff. 
  • Demonstrates ability to work autonomously with confidence. Works effectively without constant and direct supervision or guidance. 
Qualifications
  • High school diploma required. Postsecondary degree or diploma or certificate in office administration program 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; able to communicate to an executive audience with superior professionalism. 
  • Self-management skills to plan, organize, and prioritize and delegate tasks with conflicting deadlines in a fast-paced environment.
  • Ability to act with discretion when handling confidential and privileged information. 
  • Ability to establish and maintain effective relationships with key stakeholders and decision makers. 
  • General construction knowledge is considered an asset. Understands terminology and processes when drafting correspondence.