Assistant, Executive

Aecon • Charlotte, NC

2d • Onsite

About The Position

Aecon Engineering Services Inc. (AESI), a provider of engineering, project management, construction support, and technical services across 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 the Engineering organization operate efficiently. The Executive Assistant manages executive calendars and meetings, coordinates communications, prepares expense reports and travel arrangements, maintains records, documents meeting minutes, tracks action items, and supports departmental initiatives. The role requires sound judgment, strict confidentiality, professionalism, and the ability to help leadership execute organizational priorities. It has no direct supervisory responsibilities, though it may involve coordinating activities among department leaders, project teams, administrative personnel, and external stakeholders.

The position is primarily based in a professional office environment with regular interaction with executives, managers, employees, customers, and business partners. It requires managing competing priorities and responding effectively to changing business needs. Prolonged sitting and computer use are expected; occasional lifting of office supplies and materials up to 25 pounds and limited travel may be required.

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 with 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 other executive-level leaders.
• Experience in 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 competing requests and handle schedule changes.
• Coordinate executive meetings with managers, project teams, clients, external stakeholders, and other business groups, including arranging rooms, virtual resources, and meeting logistics.
• Prepare presentations, reports, agendas, meeting materials, correspondence, and supporting documentation for leadership review.
• Attend meetings as needed and prepare 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 and distribute company-wide and department-wide announcements, notifications, and leadership communications; draft, edit, and proofread correspondence.
• Maintain departmental distribution lists and communication channels, ensuring communications are accurate, professional, consistent, and aligned with company standards.
• Arrange domestic and international travel, including airfare, lodging, transportation, and itineraries; support travel, meeting, and event logistics.
• Prepare and process expense reports according to company policies; organize receipts and supporting 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 departmental reports, metrics, presentations, events, training, and employee engagement activities.
• Coordinate document management and maintain records in accordance with company requirements.
• Track Engineering initiatives, deliverables, milestones, deadlines, and follow-up actions from leadership meetings and business reviews.
• Coordinate activities between Engineering leadership and other business functions, identify administrative process improvements, and provide additional administrative support as assigned.
• Coordinate activities among department leaders, project teams, administrative personnel, and external stakeholders without direct supervisory responsibility.

Benefits

• Services and benefits intended to support mental, emotional, and physical well-being for employees and their families.
• Career development support through Aecon University.
• Tuition reimbursement.
• Leadership Programs.

What This Job Offers

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