Office Administrator

Aecon

28d • $68,000 - $80,000

About The Position

The Office Administrator performs a variety of confidential executive and general office administration duties. This position requires the ability to work independently, exercising judgment and initiative while projecting a tactful, diplomatic and professional approach at all times. To be successful in this position, the candidate must be results-oriented and have the demonstrated ability to effectively prioritize workflow.

Requirements

• Minimum 3 years of administrative experience plus experience with supporting senior executives.
• Advanced skills in Microsoft Outlook.
• Intermediate skills in Microsoft Word, Excel, PowerPoint, and Adobe.

Nice To Haves

• Experience with SAP an asset.

Responsibilities

• Administrative support to assigned Vice Presidents and other executives, as required.
• Co-ordinating schedules, appointments, reservations, and travel arrangements.
• Organizing hotel accommodations and transportation for out of town visitors.
• Organizing meetings involving multiple senior executives.
• Preparation of accurate and timely expense reports for assigned executives.
• Preparation of materials and/or minutes for business meetings, a required.
• Communication of sensitive information to senior management/external sources.
• Warmly greet staff and visitors to the office at reception. As the first point of contact for many guests, it is important to act as a brand ambassador for Aecon.
• Office administration such as ordering supplies, processing invoices, and supplier relations.
• Ensuring office equipment and common areas including the kitchen and boardrooms are tidy and in good working condition.
• Plan, organize and follow-up on details relative to corporate events including invitations, selection of menus, seating arrangements, shuttles, etc.
• Administration of meeting materials including printing, binding, and delivery using in-house resources or out-sourcing.
• Participate as required in the organization and set-up of department-related promotional events.
• Support the project mobilization process for teams based in the Ravensdale office.
• Logging and distributing received mail.
• Payment of association dues.
• Insurance and Bonding tracking.
• Maintaining current city licensing.
• Payment of association dues and utility bills.
• Distribution of payroll and unemployment notices.
• Be our 2nd E-verify signatory.
• Other related general administrative duties as required

Benefits

• Health Insurance Benefits (comprehensive Plan- Dental/Medical/Vision)
• 401K (comprehensive match plan)
• Vacation -Paid Time Off
• Health and Wellness Home Benefit (wellness subsidy for fitness/health)
• Tuition Reimbursement (strong career growth support for approved degrees, diplomas and courses)
• This role is eligible to participate in Aecon’s discretionary Short Term Incentive Plan (STIP).
• Green Home Energy Benefit ( a subsidy that can be used for approved green home energy expenses)

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed
• Number of Employees: 1,001-5,000 employees