Assistant, Executive

AECON • Charlotte, NC

1d

About The Position

Aecon Engineering Services Inc. (AESI), a provider of engineering, project management, construction support, and technical services for the nuclear, energy, industrial, and infrastructure sectors, is seeking an Executive Assistant to support the Senior Vice President, Engineering and the Engineering Leadership Team. Reporting directly to the Senior Vice President, Engineering, this role provides high-level administrative and organizational support to help ensure the efficient operation of the Engineering organization. The Executive Assistant manages executive calendars and meetings, coordinates communications, prepares meeting materials and minutes, processes expenses, arranges travel, maintains records, tracks action items, and supports departmental initiatives. The role requires sound judgment, discretion with confidential information, and effective coordination with leaders, employees, project teams, clients, and external stakeholders.

Work is primarily performed in a professional office environment, with regular interaction with executives, managers, employees, customers, and business partners. The position requires the ability to handle competing priorities and changing business needs. Prolonged sitting and computer use are required; occasional lifting of office supplies and materials up to 25 pounds may be necessary. Limited travel may be required. This position has no direct supervisory responsibilities.

Requirements

• Associate’s degree required.
• At least five years of progressively responsible administrative experience supporting senior leaders or executives.
• Advanced proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, SharePoint, and other Microsoft 365 applications.
• Strong calendar management, scheduling, and organizational skills.
• Excellent written and verbal communication abilities.
• Exceptional attention to detail and accuracy.
• Ability to prioritize multiple assignments and meet deadlines in a fast-paced environment.
• Strong meeting management and note-taking capabilities.
• Proficiency in expense reporting systems such as Concur or equivalent platforms.
• Ability to maintain strict confidentiality and exercise sound judgment.
• Strong interpersonal and customer service skills.
• Ability to work independently with minimal supervision.
• Demonstrated problem-solving and organizational abilities.

Nice To Haves

• Bachelor’s degree in Business Administration, Communications, Management, or a related field.
• Experience supporting Vice Presidents, Senior Vice Presidents, or executive-level leadership.
• Experience within engineering, construction, energy, industrial, professional services, or project-based organizations.

Responsibilities

• Provide primary administrative support to the Senior Vice President, Engineering.
• Manage complex executive calendars, schedules, appointments, and commitments; prioritize requests and respond to scheduling changes.
• Coordinate meetings with executives, managers, project teams, clients, and external stakeholders, including scheduling, room and virtual meeting resources, agendas, and materials.
• Prepare presentations, reports, agendas, correspondence, and meeting documentation for executive review.
• Attend meetings as required and document minutes, summaries, decisions, and action items; maintain action logs and follow up with stakeholders.
• Support leadership meetings, business reviews, strategic planning sessions, special projects, and organizational initiatives.
• Prepare, edit, proofread, and distribute company-wide and department-wide communications and leadership messaging.
• Maintain departmental distribution lists and organizational communication channels.
• Coordinate domestic and international travel, including airfare, lodging, transportation, and itineraries.
• Prepare and process expense reports, organize receipts and reimbursement documentation, and assist with budget tracking and administrative reporting.
• Maintain departmental organizational charts, contact lists, administrative records, and electronic and physical filing systems.
• Coordinate onboarding for new Engineering employees and leaders.
• Support preparation and distribution of departmental reports, metrics, and presentations.
• Coordinate department events, leadership meetings, training sessions, and employee engagement activities.
• Track initiatives, deliverables, milestones, deadlines, and follow-up actions within the Engineering organization.
• Coordinate activities between Engineering leadership and other business functions, and identify opportunities to improve administrative processes and efficiency.
• Provide additional administrative support as assigned.
• May coordinate activities among department leaders, project teams, administrative personnel, and external stakeholders; has no direct supervisory responsibilities.

Benefits

• Services and benefits to support employees’ and families’ mental, emotional, and physical well-being.
• Career development through Aecon University, tuition reimbursement, and Leadership Programs.
• Training and partnerships with Veteran groups as part of workplace initiatives.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree