Executive Assistant

Overview

Flatiron is seeking an Executive Assistant to provide detailed executive administrative support to the EVP of Preconstruction. In this role, you will focus on building PowerPoint presentations, booking travel, managing calendar appointments, and assisting with research. This is an exciting opportunity to leverage your experience within an organization that is transforming civil infrastructure across North America.    

What you will be doing

• Provides executive administrative support, including data gathering, reporting, travel and expense coordination, project tracking and assists with company-wide and divisional communications.
• Collects and coordinates project status and program updates for executive review within prescribed timeframe and distribute to division or company as directed.
• Analyzes data and information collected to proactively support and recommend efficiencies and cost savings to executive leadership.
• Arranges domestic and international detailed travel plans and itineraries, including multi-segment and international booking, compiles documents for travel-related meetings.
• Collects, tracks and submits documentation for executive travel and expense reports in a timely and accurate manner.
• Perform additional assignments per management’s direction.
• Arranges programs, events, or conferences including coordination of facilities and caterers, issuing information or invitations, coordinating speakers, and controlling event budgets.
• Creates presentations and communications using gathered data, spreadsheets, information and guidance from executive leadership.
• Manages executive emails, messages, mail, calendar and schedule for one or more executive as assigned.
• Maintains knowledge of Company’s values and strategic plan.
• Support published corporate policies.

What we are looking for

• High School Diploma or GED required.
• Bachelor’s Degree preferred.
• 10+ years administrative experience supporting senior leadership in a multi-country organization required.
• Project tracking, reporting and program coordination experience required.
• Expert knowledge and ability in MS Office Suite, including Word, Excel, PowerPoint, SharePoint and Visio required.
• Knowledge of construction project management scheduling and project controls software preferred, including HCSS Heavy Job, Procore, JD Edwards, etc.
• Strong communication and presentation skills required.
• Technical and professional writing and correspondence skills required.
• Subject matter expertise in travel and expense report procedures, company requirements and efficiencies preferred.
• Able to maintain strict confidentiality with company and personnel matters.

Why work for us

Some of the benefits you may be eligible for as a Flatiron employee are:

• Comprehensive compensation package and paid time off program
• Industry leading 401(k)/RRSP
• Medical/Extended Health Care, Dental, Vison and/or Provincial Medical
• Wellness benefits & Employee Assistance Program
• Tuition Reimbursement Program

Flatiron is an EEO/AA/ADA/Veterans employer.

Salary Min

USD $80,000.00/Yr.

Salary Max

USD $95,000.00/Yr.