Administrative Assistant

BTY is an award-winning professional consulting firm that provides comprehensive solutions for real estate and infrastructure planning, development, operations, and transactions. With a project portfolio valued at over $100 billion, our experience spans all industries and continents.

We remain committed to creating and maintaining an environment that is as meaningful as it is inspiring, fostering alliances, collaboration, and determination. Here, everyone has the opportunity to express their ideas, play a role in an inclusive team, and receive support for their well-being and professional development. Work on engaging, high-impact projects that promote the health of the communities in which we work, live, and play.

The Administrative Assistant will be responsible for providing an exceptionally high standard of administrative and office management support and thrive on ensuring all work is produced to the highest standard in an accurate, timely manner. The role requires the employee to be in the office full-time, 5 days a week.

What You Get To Do

Front Desk 50%

• Answering general switchboard inquiries, screening, and directing calls.
• Managing incoming and outgoing mail including scheduling couriers.
• Respond to vendor, client, and internal emails.
• Monitor stationery, courier suppliers and other supplies as needed.
• Organize meeting rooms, client and/or team lunches.
• Ensure the office is kept tidy, including loading and unloading the dishwasher, and that boardrooms and shared spaces are presentable at all times.
• Provide administrative support to the technical and support teams in accordance with national administrative practices.
• Assist with meeting coordination, including preparing agendas, recording minutes, and following up on action items as required.
• Coordinate travel and accommodation arrangements if required.

Office Support 50%

• Support all staff with database entry, data management, formatting documents, and undertaking research
• Support the technical team with completing Type 1 and 2 proposals, including document preparation, formatting, and ensuring proposal and client data is entered correctly in the CRM (Customer Relationship Management) system.
• Assist with maintaining clients and opportunity information within the CRM system.
• Organize team building activities as assigned and support the organization of client events throughout the year.
• Research and compile information and data as needed.
• Support IT and HR with the onboarding of new team members to ensure everything is set up and ready for their first day.

What You'll Have

• Having a minimum of 3 years of relevant administrative experience.
• Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint), and Adobe Acrobat.
• Proven ability to meet multiple and/or unexpected deadlines in an environment that can sometimes be demanding.
• Possesses strong organizational skills that reflect the ability to perform, and take ownership of the position, as well as to prioritize multiple tasks seamlessly with excellent attention to detail
• Adept at building relationships both internally and externally to leverage resources when needed
• Sound judgment regarding confidential and sensitive matters
• Excellent communication, writing, editing, organizational, and research skills.
• A proactive approach with the ability to take initiative and work independently.
• Ability to adapt to change priorities in a fast-paced environment.
• Strong interpersonal skills and the ability to build relationships with stakeholders, including staff and clients
• Excellent time-management and problem-solving skills
• A great attitude as the first point of contact to our clients and team members
• Previous experience within the construction, engineering, architecture, or professional services industry would be considered an asset.

Why Join Our Team?

• Make an impact: Work on meaningful projects that positively shape communities around the world.
• Flexibility that fits your life: Enjoy the freedom of a flexible environment that supports work-life balance.
• Competitive rewards: Benefit from a comprehensive compensation package including health and dental coverage, above-average vacation, RRSP matching, bonuses, sick days, and more.
• Grow your career: Take advantage of continuous learning opportunities and professional development support designed to help you advance.
• Well-being matters: Access health and wellness resources through our Employee Assistance Program.
• Belong to great culture: Be part of a collaborative, supportive team that values connection, community involvement, and has been recognized as a Best Place to Work for 7 consecutive years by our employees and Great Place to Work.
• Grow with us: Be part of a growing regional team where you'll have the opportunity to contribute beyond traditional administration and make a meaningful impact on the day-to-day success of the office.

We may use automated or AI-based tools to support screening, assessment, or selection.

This role does not require Canadian work experience, though relevant qualifications, skills, or certifications may still apply. At BTY Group, we are committed to a diverse, equitable, and inclusive workplace and welcome applications from all backgrounds, including groups currently underrepresented in construction such Indigenous Peoples, visible minorities, persons with disabilities, women, and 2SLGBTQIA+ individuals.

Visit our website to learn more about our services, markets and the people behind our success. Follow us on LinkedIn, Instagram & X to stay connected.

On this occasion, we request no outside solicitation from recruitment agencies.

BTY Group does not accept speculative or unsolicited resumes from agencies outside our approved network. Any such submissions will be considered direct applications.