Executive Administrative Assistant

Job Description

Executive Administrative Assistant

Reporting to the Manager, Administrative & Executive Support, and if applicable, the Administrative Support Supervisor. Supporting the SVP and/or VP(s).

Under minimal supervision and with confidentiality and diplomacy, accountable to perform and manage a variety of complex and demanding administrative duties ensuring smooth and successful operation of the office. Thorough knowledge of company and/or project policies and procedures essential. Work/interact with all levels of management and staff – both internally and externally and customers/clients.

This role will be based in Mississauga, ON.

Your role within the team:

• Under minimal supervision and with confidentiality and diplomacy, accountable to perform and manage a variety of complex and demanding executive administrative support duties ensuring smooth and successful operation of the office.
• Anticipate and effectively work with conflicting and changing priorities, ensuring that deadlines, priorities and objectives are met.
• Monitor VP’s email* to provide information and obtain relevant material, without prompting and to act upon any foreseeable events/conflicts. High discretion and good judgement used to anticipate, prepare for and respond to unexpected events and changes in direction. *Provided based upon individual VP’s preference.
• Using integrity, confidentiality and diplomacy; work/interact with all levels of management and staff – both internally and externally as well as government representatives, and customers/clients.
• Discreetly handle confidential corporate, government and personnel documents and information. *Advanced clearance required for certain levels of access.
• Monitor incoming approval requests. Determine if further back-up, signatures, etc. are required and determine what may be forwarded to delegates (when applicable).
• Manage complex and conflicting schedules – using cooperation, prioritization, foresight and decision-making skills.
• Coordinate internal and external meetings and events – using cooperation, prioritization, foresight and decision-making skills. Provide and/or prepare required meeting material.
• Coordinate material or enter/provide input into weekly/monthly/annual reports: corporate, strategic, financial or project.
• Coordinate travel arrangements: provide necessary documents (flight itineraries, car/hotel arrangements, meeting itineraries, background/biographies, etc.), obtain Visas.
• Prepare and review expense reports ensuring accuracy and compliance to corporate policies, procedures and code of ethics.
• Timesheet administrator. Run weekly timesheet audit reports.
• Prepare daily packages – schedules, relative meeting material, etc.
• Provide accurate reports on a timely basis, maintaining consistency in project documentation for format and content, including editing and proofreading documents.
• Respond appropriately to inquiries and make decisions when necessary.
• Undertake special assignments as required.

Knowledge and Skills:

• Minimum of 5-7 years progressive administrative experience.
• Post-secondary education or related business diplomas/certificates.
• Advanced computer skills with Microsoft Office (Word, PowerPoint, Excel, Calendar).
• Working knowledge of SharePoint.
• Excellent verbal and written communication skills.
• Detail oriented and highly organized with the ability to multi-task.
• Experience working in a consulting firm and/or knowledge of engineering terminology and document types would be considered an asset.
• Experience with ORACLE would be considered an asset.
• Experience with Workday would be considered an asset.

Why choose AtkinsRéalis as an employer?

Because we offer:

• The opportunity to work on various major projects for internal and external clients.
• An exciting environment where work-life balance is important.
• A wide array of learning and development opportunities.
• Competitive pay, flexible benefits, an employee share plan, and a defined contribution pension plan.
• A work environment focused on health and safety.

Are you up for this challenge? Apply today and join our team to help engineer a Better Future for our Planet and its People.

At AtkinsRéalis, we seek to hire individuals with diverse characteristics, backgrounds, and perspectives. We strongly believe that world-class talent makes no distinctions based on gender, ethnic or national origin, sexual identity and orientation, age, religion, or disability, but enriches itself through these differences.
 

AtkinsRéalis cares about your privacy. AtkinsRéalis and other subsidiary or affiliated companies of AtkinsRéalis (referred to throughout as “AtkinsRéalis”) are committed to protecting your privacy. Please consult our Privacy Notice on our Careers site to know more about how we collect, use, and transfer your Personal Data.
 

By submitting your personal information to AtkinsRéalis, you confirm that you have read and accept our Privacy Notice.

Appropriate accommodations will be provided upon request throughout the recruitment and hiring process as required by Company policy and the Accessibility for Ontarians with Disabilities Act (AODA).

Successful applicants will be notified about AtkinsRéalis’s accommodation policies at the time the employment offer is extended, and the information will be shared with new personnel during the onboarding process.

Worker TypeEmployee

Job TypeRegular

At AtkinsRéalis, we seek to hire individuals with diverse characteristics, backgrounds and perspectives. We strongly believe that world-class talent makes no distinctions based on gender, ethnic or national origin, sexual identity and orientation, age, religion or disability, but enriches itself through these differences.