AECOM is seeking an Executive Assistant to be based in our Calgary, Alberta office. The appropriately qualified candidate must be able to demonstrate a strong established administrative career preferably within our industry.
This position, under general supervision and acting on own initiative, will perform diverse and advanced secretarial, clerical, and administrative duties for Executive-level management such as direct reports to the President. Possesses a thorough and extensive knowledge of office practices and procedures. May supervise clerical/secretarial employees.
Responsibilities may include:
+ Performs broad range of administrative details of highly confidential nature on regular basis, requiring initiative and judgment to make independent decisions for which probable errors may have moderate effects on costs.
+ Drive priorities and manage short-term and long-term schedules; prepare Executive for meetings and appointments; pre-review meeting materials for quality and take action on the Executive's behalf when appropriate.
+ Schedule and organize demanding business meetings in a timely fashion; make recommendations to resolve scheduling conflicts.
+ Arranges hotel and travel accommodations for frequent, extended trips.
+ Maintain and manage extensive calendar for business and personal appointments, make reservations as needed.
+ Prepares variety of highly confidential, specialized, and recurrent reports.
+ Screens heavy volume of in-coming telephone calls, e-mail and regular mail. Composes responses to routine inquiries and forwards appropriate items to subordinate managers.
+ Data entry into specific office computer administrative software programs, i.e. accounting, payroll, information databases, spreadsheets, etc.
+ Troubleshooting, maintenance and operating of online computer administrative systems.
+ Coding and processing expense, purchasing, and material client/vendor form documents.
+ Develops administrative processes and templates for departmental use.
+ Makes recommendations and implements improvements to work methods or systems.
+ Composes, amends and proof reads routine and project specific word processing general correspondence, form letters, or memos. Provides expertise with the preparation of presentations, meetings, conferences and/or symposiums.
+ Attend and transcribes highly confidential company matters in meetings.
+ Uses Word, Excel, PowerPoint, Outlook, and other programs to accomplish work
+ Provides updates and reporting to the other administrators to ensure alignment.
+ Establishes and maintains departmental electronic filing system.
+ Sets up record management systems, specific databases or spreadsheets.
+ Works with other administrative assistants, executive assistants and colleagues to provide back up and to support department(s) and company events.
+ Managing and coordinating special projects and events.
May be required to perform other duties as assigned not otherwise captured in this position description.
+ Minimum of college diploma/certification required.
+ Minimum of 6 years' of related experience required.
+ Proven proficiency within a senior administrative function.
+ Experience working with highly confidential information.
+ Highest degree of integrity, professionalism, diplomacy, and discretion.
+ Extremely strong follow-up skills, service oriented and embraces change.
+ Adept at working in a highly demanding, dynamic and fast-paced environment.
+ Demonstrated good judgment and decision making.
+ Must be a resourceful and independent thinker who is a self-starter with excellent prioritization skills
+ Demonstrates expert communication, computer software systems and organizational skills.
+ Strong interpersonal and oral/written communication skills; good listener.
+ Advanced proficiency in MS Office suite - Word, Excel, Power Point, Visio and Outlook.
+ Knowledge of SharePoint, Salesforce.com and other desktop tools
+ Ability to efficiently and effectively prioritize multiple high priority tasks efficiently and work within deadlines.
+ Excellent organizational skills with focus on accuracy and attention to detail.
+ Schedule flexibility.
+ Understanding of business concepts.
What We Offer
When you join AECOM, you become part of a company that is pioneering the future . Our teams around the world are involved in some of the most cutting-edge and innovative projects and programs of our time, addressing the big challenges of today and shaping the built environment for generations to come. We ensure a workplace that encourages growth, flexibility and creativity, as well as a company culture that champions inclusion, diversity and overall employee well-being through programs supported by company leadership. Our core values define who we are, how we act and what we aspire to, which comes down to not only delivering a better world , but working to "make amazing happen" in each neighborhood, community and city we touch. As an Equal Opportunity Employer, we believe in each person's potential, and we'll help you reach yours.