Virtual Assistant supporting BOLD Magazine’s independent fashion, lifestyle, culture, and technology publication. Managing editorial workflows, administration, social media, and partnership research remotely.
About the role
- Executive Assistant supporting Aecon’s senior leadership on the Pickering nuclear refurbishment project. Managing calendars, meetings, executive travel, document approvals, and quarterly audits.
Responsibilities
- Manage Outlook calendars for 3-4 members of the senior leadership team
- Communicate frequently with leaders, the client, and home offices
- Plan monthly Steering Committee and Senior Leadership Team meetings, including attendance, room availability, and special events
- Lead site-wide luncheon celebrations 3-4 times per year
- Coordinate special events involving project leadership with home offices
- Coordinate collection of approvals for certain project documents
- Plan and book executive travel to the project
- Collect materials and schedule project leadership for quarterly Refurbishment Review Board audits
- Provide guidance to project administrators and support vacation and sick-day coverage
Requirements
- Diploma or post-secondary education in Administration, Executive Office Administration, Secretarial Studies, or a related field
- 7 - 10 years of experience providing executive or senior-level administrative support
- Proficiency with Concur SAP and Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint
- Ability to work effectively in a fully office-based environment in Pickering with occasional travel to CanAtom offices in Whitby
- Experience providing day-to-day administrative support to senior leadership teams
- Experience dealing with travel management agencies is required
- Strong organizational and coordination skills
- Ability to manage complex calendars and schedules
- Excellent communication skills with internal and external stakeholders
- Experience planning meetings, events, and executive travel
- Ability to coordinate document approvals and audit-related activities
- Leadership skills to provide guidance and support to project administrators
Benefits
- Services and benefits supporting mental, emotional, and physical well-being
- Aecon University
- Tuition reimbursement
- Leadership Programs
- Training and development initiatives
- Employee Resource Groups (ERGs)
- Diversity programs
- Accessibility accommodations throughout the interview and hiring process
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