Executive Assistant - Vancouver, Canada - Mott MacDonald

Mott MacDonald

Verified Company

Vancouver, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

We are looking to hire an executive assistant who will provide direct support to the executive leadership team of Mott MacDonald's rapidly growing Canada Unit.

This role is office based in Vancouver, BC.

Key Duties and Responsibilities:

This executive support role leverages your diligent efforts and professional skills to support improved time management, focus and effectiveness of the Unit's executive leadership team, and in turn the effectiveness of the wider organization.

As part of your key duties, you will:

Engage and support staff initiatives across Mott MacDonald's dynamic and enthusiastic team.
Work collaboratively with, learn from and support the strong administration, compliance, human resources, and marketing staff already in place across the business.
Manage and coordinate meeting schedules, including inviting attendees and following up as required as well as gathering documents and attending to logistics of meetings
Coordinate regular management reports across the Unit that deal with Operations, Financial, and People;
Assist with travel planning and booking including troubleshooting and making edits as travel needs change;
Assist with expense claims and administration of such;
Coordinate regular presentations and Town Halls across our offices;
Arrange regular 1:1 and team meetings, both in office and remote via Teams;
Assist and coordinate regular business cycle activities
Book and coordinate lunches/dinners with clients and other staff visiting from other offices;
Develop a yearly schedule and support staff participation for leadership meetings and events;
Assist with basic SharePoint matters including the transfer of information internally and externally;
Provide additional support to the Facilities Manager in Vancouver with other administrative duties that may be required from time to time;

While the current responsibilities of the role are suited for an intermediate administration professional, responsibilities will scale over time as the Canadian business continues to evolve, providing the opportunity for long-term development.

Bachelor's degree in a related field or equivalent combination of education and experience;
5 Years of demonstrated relevant experience;
Excellent interpersonal and communications skills verbal and written to allow communication with people at every level within the organization as well as external stakeholder;
Proactive and self motivated to deal with issues as they arise;
Be able flexible in multitasking and reprioritizing as needs require;
Demonstrated strong organizational skills and aptitude;
Be able to take instruction and action in a calm and dependable manner be resilient in the face of setbacks;
Excellent personal computer and Windows skills including substantial experience with Microsoft 365 apps (Outlook, Word, Excel, PowerPoint, Teams) and Adobe Acrobat / PDF Exchange;
Familiarity with Power BI and asset;
Experience with electronic document management systems software is preferred

In compliance with the B.C. Pay Transparency Act, the expected salary range is from $70,000-$80,000

Job Profile

Opening opportunities with connected thinking.
Together with our clients, Mott MacDonald is solving some of the world's most intricate challenges. We search out the connections others fail to make; we unlock creativity and deliver better outcomes for the lives we touch every day.
Mott MacDonald is a wholly independent, employeeowned, multidisciplinary engineering and development consultancy servicing public and private sectors around the world with over 16,000 staff working out of 180 principal offices and delivering projects in 150 countries. Every day we build upon our reputation for technical excellence by taking on some of the world's most prominent and challenging projects, particularly in areas such as highways and bridges, rail and transit systems, tunnels, and pipeline services.
We are positioned for healthy growth, profitability, and career opportunities across North America and around the world.

As part of our growing business, we want to hear from you:
the enthusiastic, collaborative, and talented individuals who enjoy problem solving and pitching in to grow a successful business.

Join our team of seasoned professionals who are finding opportunities through connected thinking to develop our Mott MacDonald global presence.

Other Information

Equality, diversity and inclusion

We put equality, diversity and inclusion at the heart of our business, seeking to promote fair employment procedures and practices to ensure equal opportunities for all.

We encourage individual expression in our workplace and are committed to creating an inclusive environment where everyone feels they have the opportunity to contribute.

- We are an equal opportunity employer and are committed to providing employment accommodation in accordance with the Ontario Human Rights Code and the Accessibility f