Project Executive Assistant

AtkinsRéalis•Pickering, ON

20h•Hybrid

About The Position

Under the general supervision of the Project Vice President(s)/Project Director and reporting to the Functional Manager, Administrative & Executive Support or Administrative Support Supervisor, the Project Executive Assistant provides senior-level administrative support to executive-level leaders within the organization. Under minimal supervision, this role requires a high degree of confidentiality, discretion, and diplomacy, supporting the smooth and effective operation of executive offices. The incumbent must demonstrate strong judgment, a thorough knowledge of corporate and project procedures, and the ability to interact effectively with all levels of management, staff, external stakeholders, and customers/clients.

Requirements

Minimum of 3-5 years administrative experience.
Post-secondary education or related business diplomas/certificates.
Advanced computer skills with Microsoft Office (SharePoint, Word, PowerPoint, Excel, Calendar).
Excellent verbal and written communication skills.
Detail oriented and highly organized with the ability to multi-task.

Nice To Haves

Experience working in a consulting firm and/or knowledge of engineering terminology and document types would be considered an asset.
Experience with ORACLE and Concur would be considered an asset.

Responsibilities

Provide comprehensive executive administrative support to executive-level leaders, ensuring the efficient operation of assigned offices through sound judgment, discretion, and a thorough understanding of corporate, project, and regulatory policies and procedures.
Proactively manage executive priorities and communications, including monitoring email, identifying issues or conflicts, anticipating needs, and responding appropriately to changing business demands and unexpected events.
Act as a trusted liaison with internal and external stakeholders—including senior leadership, staff, government representatives, customers, and clients—while maintaining professionalism, confidentiality, and diplomacy at all times.
Manage complex scheduling, approvals, and governance processes, including coordinating executive calendars, tracking incoming approval requests, determining delegation requirements, and ensuring completeness and compliance of materials.
Coordinate executive travel and expense activities, including domestic and international travel arrangements, visas, briefing materials, and the preparation and review of expense reports in accordance with corporate policies and ethical standards.
Prepare, coordinate, and maintain accurate documentation and reporting, including corporate, strategic, financial, and project materials; ensuring consistency, quality, formatting, editing, and proofreading.
Handle sensitive information and special assignments with discretion, including confidential corporate, government, and personnel documents (advanced security clearance required for certain levels of access), while responding independently to inquiries and supporting ad hoc initiatives as required.