Executive Assistant

Overview

Are you someone with strong leadership and administrative skills? Do you enjoy building relationships and working collaboratively in a team environment with both internal and external stakeholders? Are you a trusted partner and a problem solver? As someone with excellent communication skills and business acumen, you will thrive in our fast-paced and agile environment.

Your opportunity

We are currently seeking motivated candidates for the position of Executive Assistant to work with our President and Executive Team. In this role you will have the opportunity to provide support to the President, Executive Team and other Executive Assistants, utilizing your administrative, organizational, project coordination, and communications skills in a fast-paced, professional environment. Your drive for excellence will present opportunities to chart your own path to success with a rewarding career in our firm. This is an office-based position and will require working from Dillon’s North York office. We offer flexible work hours to help balance the competing demands of work and personal life.

Responsibilities

What your day will look like

Executive Support

• Provision of high-level, confidential administrative support to the President and for other Executive Team upon request
• Support to the Board of Directors - scheduling meetings, preparing Board packages for Board of Director meetings, and organizing in-person meetings
• Management of the President’s schedule, including preparation for meetings such as agendas and provision of background information
• Organize, coordinate, and prioritize daily activities for the President and potentially other members of the Executive Team, including scheduling meetings and day-to-day organizational support
• Prepare and edit executive level communications, briefing notes and PowerPoint presentations
• Coordinate with Marketing and Communications team upon request
• Represent the President and Executive Team when communicating with others in the organization and when working with external consultants
• Manage requests and track action items and deliverables from direct reports and support teams
• Maintain relevant files and databases, electronic filing systems, and related communication
• Coordinate reporting of operating budgets and progress report on business plan objectives and key results, including organizing quarterly team meetings
• Work in partnership with the President, Executive team, and team of Executive Assistants to plan and arrange large corporate events, meetings and conferences, which includes creating meeting agendas, distributing notice to attendees, providing and distributing background information, coordination of conference speakers, organizing venue details with hotel vendors for conference requirements and preferred rates and IT needs
• Arrangement of travel by booking transportation needs and hotel accommodations
• Support with internal meetings, including preparing meeting materials, preparing agendas, taking minutes, tracking participation, tracking action items, and other aspects of meeting coordination, such as virtual workspace and resource tools, room booking, set up and media support
• Input weekly timesheet and complete monthly expense reports for the President, and manage invoicing and securing of approvals
• Provision of general administration of clerical tasks, such as reviewing correspondence, mailing, filing and photocopying
• Traveling for business upon request

Project Coordination/Execution of Strategic Initiatives

• Project coordinator for special projects and company initiatives including finalizing and distributing reports
• Work on special projects by establishing goals and objectives, outlining the project scope, managing timelines, monitoring project progress, tracking budgets, problem solving and acting as a project coordinator

Learning & Development

• Commit to self-development, ongoing learning, and professional development
• Continuous updating of job knowledge by reading professional publications and maintaining personal networks
• Contribute to Dillon’s corporate profile through active participation in professional associations and committees

Qualifications

• Strong organizational skills, excellent attention to detail, and the ability to perform and prioritize multiple tasks
• Excellent interpersonal skills with the ability to build and maintain relationships with stakeholders across the organization, including Senior Leadership, Board Members, Partners, Associates, and staff
• Expert-level written and verbal communication skills
• Emotional maturity to handle confidential information with discretion, be adaptable to various competing priorities, and demonstrate the highest level of service and response
• Proficient in using technology to help drive results
• Experience with business travel logistics, planning large corporate events, and scheduling meetings
• Strong computer skills with a proficiency in MS Office Suite

If you enjoy building, growing, and nurturing new and existing relationships with thought leaders and other stakeholders, then this position may be right for you!

About Dillon

Dillon is a proudly Canadian, employee-owned, professional consulting firm specializing in planning, engineering, environmental science and management. We partner with clients to provide committed, collaborative, and inventive solutions to complex, multi-faceted projects. With over 20 offices and more than 1000 employees across Canada, Dillon offers a wide range of services related to building and improving facilities and infrastructure, protecting the environment, and developing communities.

Now operating for over 75 years, we continue to strive for excellence in everything we do. Dillon has been listed as one of Canada’s Best Managed Companies for the past 18 years and has the distinction of having achieved Platinum Club member status in this program.

Employment Equity, Diversity & Inclusion at Dillon:

Dillon is committed to the principles of employment equity, inclusiveness, and diversity within our organization. We strive to achieve a workplace where opportunities are based on skills and abilities and that respects and values differences.

Inclusion is more than a word to us, it is the way we choose to run our business. Please connect with us if you require accommodation in the interview process. We would love to hear.