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Executive Assistant

Job Order: VM-1537

Job Description:

  • Provide confidential personal assistance to Sr. Vice President, Development & Construction which consists of the following duties:
    • Prepare monthly expense reimbursement forms;
    • Submit and manage benefits claims;
    • Arrange international and domestic travel;
  • Maintain confidential business files, including personnel files;
  • Provide confidential professional/ business assistance to Sr. Vice President, Development & Construction, Director of Construction Operations, Director of Development and Director of Contracts & Project Services, which consists of the following duties:
    • Produce information by transcribing, formatting, inputting, editing, retrieving, copying and transmitting text, data and graphics for various project documents (ie. RFP’s, LOI’s, agreements/ contracts, correspondence, memoranda, meeting minutes and PowerPoint presentations.
    • Conserve executive’s time by reading, researching and routing email and ordinary correspondence;
    • Drafting letters on behalf of executive; collecting and analyzing information;
  • Prioritizing executive’s daily schedule (calendar management) and files;
  • Maintain executive’s busy schedule by planning meetings, conferences, business events, teleconferences and making travel arrangements;
  • Preparing executive for meetings;
  • Welcoming guests, clients and consultants in a professional manner;
  • Maintaining confident and protect operations of business by keeping information confidential;
  • Maintaining of project files, including filing and keeping executive organized by managing incoming emails and mail;
  • Act as point of contact with clients, consultants, executives and staff;
  • Liaise with other executive assistants and executives when scheduling meetings;
  • Provide ad-hoc additional administrative support, as required;
  • Carry out any other general administration and assistant duties as required by Sr. Vice President and/or Human Resources Manager;

Job Requirements:

  • A minimum of 8 years of experience as an Executive Assistant within construction industry.
  • Experience supporting senior level executives within the construction industry, is an asset.
  • Very strong systems experience: MS Office, PowerPoint, Excel and Word.
  • Excellent written and verbal communication skills are essential.
  • Ability to demonstrate a high level of confidentiality and discretion at all time.
  • A Team player and personal impact, self-motivation, attention to detail, organized and personable.
  • Problem solving skills, and the ability to work in a dynamic environment.
  • Ability to work on own initiative.
  • You must demonstrate strong sense of urgency, have a positive attitude, pro-active approach, strong work ethic, be confidential, work in a team setting, be professional and diplomatic, and have an ability to lead and adapt.
  • Strong organizational and time management skills to meet or exceed assigned deadlines.
  • Flexible and be willing to work after hours, if required.
DATE POSTED 2019-05-29

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