Executive Assistant

Job Overview

Colas Western Canada is a leader in road construction, aggregates, asphalt paving, and infrastructure solutions. Our teams are committed to safety, quality, and innovation and we are looking for motivated professionals who want to grow with us. 

As Executive Assistant you will play a key role in supporting the Executive team of Colas Western Canada. You will engage in a wide array of executive administration duties, including, but not limited to providing administrative support organizing travel, lead planning and organization of company events, distribute communication to various stakeholders and manage central office duties as required.

The ideal candidate has varied administrative experience in supporting executive management, event planning, management of calendars, communications, and ability to effective support various stakeholders in a timely and professional manner. We are seeking a candidate that is dynamic, tactful, with excellent attention to detail and a passion for collaborating with diverse teams.

Main Responsibilities

• Supports the Colas Western Canada Inc. Executive team with various tasks such as organizing travel, planning company events and administrative tasks.
• Provide day-to-day support to members of the Executive Team, including calendar management, meeting coordination, correspondence and follow-up on action plans
• Collaborates with other company’s Executive Assistants to coordinate corporate communications and align calendar events.
• Streamline the organization of meetings, including scheduling, document oversight and capturing meeting highlights
• Calendar management, ensuring seamless planning for executive leadership team
• Skillfully manage the logistical aspects of business travel for the executive leadership team
• Act as a liaison between President and internal departments and external stakeholders, ensuring effective communication and collaboration.
• Working with Executive leadership team prepare agenda, take and transcribe minutes for various meetings and events.
• Organize and manage calendars, prioritize, schedule meetings, track deadlines and flag important communication.
• Coordinate and assist with Executive leadership meetings and events- coordinating meeting room, preparing catering, travel, activities, etc.
• Ensure the leadership team has relevant documents, information and communication for scheduled meetings and events.
• Prepare expense account reports
• Support the preparation, edit, and distribute professional communications, presentations, reports, and other materials for internal and external stakeholders.
• Manage central office duties, including ordering supplies, coordinating office services, greeting visitors, supporting facilities needs, and office maintenance.
• Coordinate domestic and international travel arrangements for Executive leadership team including flights, accommodations, transportation and itineraries as requested
• Manage incoming internal and external communications, redirect as required and ensure the appropriate stakeholders receive all pertinent information.
• As required, prepare correspondence for editing drafts and finalize correspondence, reports, statements, and presentations for Executive leadership team.
• Manage and organization documents
• Partner with the Media Specialist and Communications team (Colas Western Canada and Colas Canada) to coordinate communications and campaigns for internal and external events.
• Support executive leadership team with clerical and administrative work as required
• Manage business relationships with specific vendors
• Act as a liaison with Colas Canada head office to manage and coordinate calendars, activities and projects as required
• Other duties as assigned or interested

Requipments / Experience

• Post secondary education in Business Administration, Office Administration or equivalent
• 5+ years of work experience as a Senior Administrative professional for a leadership team or similar role
• Computer proficiency – Microsoft Office (Word, Excel, PowerPoint, SharePoint & Outlook)
• Demonstrated capability to manage confidential information and sensitive materials with utmost discretion and professionalism
• Outstanding organizational and time management skills
• Excellent verbal and written communication skills
• Strong event and project management skills
• Ability to work independently with a diverse and sometimes remote team
• High level of customer service orientation
• Bilingual (French) considered a strong asset

What You Bring

• Highly organized and detail oriented with demonstrated expertise in administrative coordination.
• Able to work independently and take the initiative where needed.
• Ability to manage confidentially and handle matters with integrity in a neutral and discrete manner
• Collaborative spirit and thrive working in a supportive office team environment.
• Excellent at prioritizing and managing multiple tasks and deliverables.
• You are tactful, emotionally intelligent, are eager to make a positive impact, have a passion to help others and crave meaningful work.
• Strong interpersonal skills, professional demeanor, and the ability to interact with individuals at all levels.
• Adaptability and resourcefulness in a dynamic work environment.
• High attention to detail and accuracy.
• Ability to anticipate needs and take initiative.
• Excellent written and verbal communication skills
• Self-management and personally accountable
• Diplomacy and tact
• Ability to work in a team environment and build strong relationships

What's in it for You?

We are pleased to offer the successful candidate: 

• Competitive and attractive salary package
• Potential for Hybrid work (if aligned to Executives scheduling)
• A comprehensive benefits package, including Health, Dental, Disability, Life Insurance, Health Spending Account, etc.
• Employer matched pension plan
• Company sponsored professional development opportunities
• Participation in the various reward programs
• Opportunities for professional growth