Executive Administrative Assistant
Location
Toronto, ON | Canada
Job description
Executive Administrative Assistant
Project Position
Amico is a diversified and dynamic, Canadian owned and operated construction company. Our dedicated and professional team provides paving, road building, infrastructure, general contracting, design build and engineering services for civil and construction industry customers.
Here at Amico we believe in partnering for productivity, leading through empowerment, and seeing challenges as portals of opportunity. Our cutting-edge technology allows us to successfully manage and execute projects of all scopes and scales.
As the Executive Administrative Assistant, your role is pivotal in supporting the successful execution of the Development and Construction phases. You will be responsible for providing comprehensive administrative support to the project team, facilitating smooth communication, organization, and documentation management.
If you want your next professional experience to be one that helps you master new skills, build meaningful relationships, access limitless growth opportunities, and benefit our Ontario communities, consider joining us!
Key Responsibilities
- Participate in the preparation and formatting documents such as reports, presentations, agendas, and meeting minutes.
- Assist with data entry, filing, and organization of project-related information.
- Participate in Working Group Meetings as needed.
- Reserve meeting rooms and arrange for necessary equipment and catering.
- Provide administrative support to project managers and other team members as required.
- Maintain organized files and documents related to the project.
- Manage office supplies and equipment.
- Coordinate office maintenance and repairs as needed.
- Serve as a primary point of contact for internal and external communications.
- Handle incoming and outgoing correspondence, including emails, phone calls, and mail.
- Distribute information to project team members and stakeholders as necessary.
- Maintain accurate records of project-related documents, contracts, and agreements.
- Assist with document control processes, including version control and distribution.
- Schedule meetings, appointments, and conference calls for project team members.
- Assist with budget tracking and expense reporting.
- Process invoices, purchase orders, and expense reimbursements in a timely manner.
- Maintain accurate financial records and assist with budget forecasting as needed.
- Handle sensitive information with discretion and maintain confidentiality as required.
- Adhere to company policies and procedures regarding data security and confidentiality.
- Respond to inquiries and requests in a prompt and professional manner.
- Anticipate potential issues and proactively address them to minimize disruption to project activities.
- Demonstrate flexibility and adaptability in a fast-paced and dynamic work environment.
- Collaborate effectively with project team members and stakeholders to achieve project objectives.
- Foster a positive and productive working environment through open communication and teamwork.
- Support colleagues and contribute to a culture of mutual respect and cooperation.
Key Qualifications/Requirements
- Bachelor's degree preferred, but not required.
- Proven experience as an executive administrative assistant or similar role.
- Strong organizational skills and attention to detail.
- Excellent written and verbal communication skills.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Ability to prioritize tasks and manage time effectively in a fast-paced environment.
- Discretion and confidentiality in handling sensitive information.
- Ability to work independently with minimal supervision.
- Flexibility and adaptability to changing priorities and deadlines.
- Experience in the construction industry or related field is a plus.
What AMICO Can Offer You
- Competitive Salary
- Medical, dental, and vision insurance
- Employer Matching Retirement Program
- Life insurance
- Company in a growth mode means opportunity for advancement.
At Amico, we are committed to providing an environment of mutual respect where equal opportunities are available to all applicants and teammates. Accommodation is available upon request for applicants throughout the recruitment and selection process.
We thank all applicants for their interest. However, only those selected for an interview will be contacted.
Requirements:
Job tags
Salary
