ABOUT THIS CAREER OPPORTUNITY

Black & McDonald’s team is growing! If you are committed and collaborative professional, looking to contribute to a hard-working, innovative team, this opportunity is for you.

The Executive Assistant / Administrator will be accountable for supporting the administrative, organizational, and daily needs of the Southwest Ontario Region of Black & McDonald.

The ideal candidate for this position must have exceptional organizational and prioritization skills with a high attention to detail and confidentiality. A background in construction or service is strongly encouraged as the candidate will be responsible for facilitating administrative duties related to maintenance services, projects and construction. The Executive Assistant / Administrator reports directly to the Regional Vice President at the office in Stoney Creek, ON.

RESPONSIBILITIES

  • Provide proactive administrative support including liaising with internal and external contacts, to ensure all needs of the Regional Vice President are met
  • Communicate regularly with key stakeholders in the throughout the company such as CEO, Division Managers, governmental agencies, lawyers, etc., with sensitivity to deadlines and unique requirements of the business unit
  • Assist in the preparation of professional proposals, correspondence, reports under tight deadlines
  • Maintaining files for contracts, WSIB, and other legal documentation, such as Insurance and Bond requirements
  • Identify and respond to requests confidently and be a professional representative of the team
  • Prepare, compose, and format a variety of documents, including highly confidential correspondence, reports, presentations, contracts, and client proposals of exceptional quality
  • Liaise with internal staff at all levels
  • Maintain personnel file data, management reports and correspondence for the Vice President
  • Review and prepare documents for signature
  • Provide administrative and other support to various departments as needed, and as partially directed by the Human Resource Manager
  • Assist with onboarding, document organization and other team HR-related administration
  • Maintain and organize employee personnel files and ensure files & employee training requirements are up to date and complete
  • Organize team communications and plan meetings, both internally and offsite
  • Administration tasks and office management as assigned
  • Other administrative duties as needed on a day to day basis

COMPETENCY REQUIREMENTS

  • Maintains a professional demeanor at all times with fellow employees, vendors, sub-contractors, and clients
  • Ability to manage pressure, maintain focus and deal effectively with setbacks while remaining positive
  • Portrays a positive image and motivates colleagues at all times to ensure continued success
  • Embraces change and always willing to adopt new practices
  • Holds self and others accountable
  • Ability to approach problems logically, under pressure and seek innovative solutions
  • Communicates effectively (verbally and written) at all levels within the organization and with external parties at all times maintaining confidentiality.
  • Understands the needs and perspectives of both internal and external customers
  • Promotes teamwork and collaboration
  • Values and respects others, encourages and supports diversity

EDUCATION & SKILL REQUIREMENTS

  • Post-secondary education in Business or related field
  • 1–3 years’ experience in executive administrative role, and/or relevant financial management
  • Strong technical skills in Microsoft Excel and Word
  • Self-starter with the ability to manage multiple projects and meet deadlines
  • Ability to work independently with limited supervision
  • Effective written and verbal communication skills
  • Excellent interpersonal skills
  • Demonstrates a commitment to providing excellent client service by building and maintaining productive relationships with both internal and external clients at all levels.
  • Confidence to work in a highly technical and changing work environment
  • Ability to work well under pressure
  • Demonstrates ability to work in a multi-tasked, fast-paced, and changing environment

TRAINING

  • It will be necessary to participate in upgrading courses from time to time to keep abreast of changing policy, technology, and growth