Office Administrator 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!

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.

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.