Executive Assistant Job Details | Aecon

Come Build Your Career at Aecon!

As a Canadian leader in infrastructure development, Aecon is safely and sustainably building what matters for future generations to thrive! We lead some of the most impactful infrastructure projects of our generation, at the forefront of transformational change in transportation and energy, and partnering every day to build, connect, power, and strengthen our communities.

At Aecon, you can count on:

• Safety Always. Our number one core value. If we cant do it safely, we dont do it at all.
• Integrity. We lead by example, with humility and courage.
• Accountability. Were passionate about delivering on our commitments.
• Inclusion. We provide equitable opportunities for everyone.

We lead the infrastructure industry with purpose, and our people are at the heart of everything we do. So, we invest in our people, just like they invest in us!

At Aecon we:

• Ensure you and your family receive the services needed to support your mental, emotional, and physical well-being.
• Believe in helping you build your career through our Aecon University and Leadership Programs.
• Are committed to supporting and investing in inclusive work environments, through initiatives like Equity, Diversity & Inclusion training, our Aecon Women in Trades and Aecon Diversity in Trades programs, and our Employee Resource Groups (ERGs) to ensure we are building inclusion into every aspect of our culture at Aecon.
• Are a leader in sustainable construction. With a strong commitment to operating responsibly by minimizing our impact on the environment and surrounding communities.

Our business success relies on strong execution and continuous improvement driven by the diversity, expertise and teamwork of our people. Were always searching the globe for innovative, collaborative minds to join our best-in-class Aecon community!

What is the Opportunity?

Under the direction of the Project Director, the Executive Assistant provides administrative support to the management team.

Key Responsibilities what is the Opportunity?

• Carry out administrative correspondence relating to the management of a construction project
• Prepare the monthly progress report
• Draw up the minutes of the executive committee and assist the project director in the follow-up of actions
• Organize and manage the meetings and agenda of the Project Director
• Support the project management team in the development of tender documents
• Ensure that the various forms necessary for the start of the project are collected from the various departments concerned
• Produce the contract award letters
• Submit subcontracting reviews and toher documents to the contractual department
• Document and maintain the process of calls for tenders
• Produce minutes of management meetings
• Produce contracts for the award of subcontracting lots
• Ensure that all necessary documents are obtained when handing over cheques to subcontractors and suppliers
• Maintain various records
• Maintain the list of employees and the organizational chart
• Make requests for access to the office and parking
• Ensure sufficient quantities of office supplies and responsible for procurement
• Manage signature requests for DCHs and take care of related tasks

Minimum Requirements

• Hold a diploma or technical degree in administration or secretarial work;
• Have 5 to 7 years of experience in a similar position;
• Knowledge of the construction industry is an asset;
• Have a good command of French grammar;
• Proficiency in Microsoft Office software;
• Knowledge of project management software (e.g. ACC, ACONEX, SAP) is an asset
• Be rigorous and meticulous
• Demonstrate great versatility, initiative and have the ability to work within a multidisciplinary team in the field of construction
• Possess a great sense of organization
• Have communication skills and demonstrate a strong collaborative spirit
• Demonstrate positivism, leadership and have a proactive and constructive approach
• Be flexible with the schedule (when bids close)
• Have the ability to work under pressure with short deadlines

Aecon fosters diversity, inclusion and belonging within and across our organization. We welcome all to apply including, women, visible minorities, Indigenous peoples, persons with disabilities, and persons of any sexual orientation or gender identity.

We are committed to adhering to the objectives and requirements outlined in the Accessible Canada Act (ACA), and to meeting the accessibility needs of persons with disabilities in a timely manner, through the implementation of the requirements of the ACA and its applicable regulations. If you require accommodation under the ACA during any step of the application process please click here.