Executive Assistant (Maternity Leave Cover)

What is the role?

The Executive Assistant (Maternity Leave Cover) will provide administrative support to the Senior Vice Presidents of the Transportation Division at LEA Consulting. Key responsibilities include managing communications, coordinating calendars, preparing and submitting reports and timesheets, and arranging meetings. The role also involves office administration tasks, maintaining records, assisting with expense reporting, and liaising with various departments. The Executive Assistant will support both corporate and project-related initiatives to ensure smooth office operations and effective team communication. This position requires in-person presence at the Markham office for at least two days per week.

Expected Start Date

We are looking for the successful candidate to begin in this role by June 1, 2025.

Why join LEA?

LEA is an employee-owned engineering consulting firm, with a history of 70 years. We provide engineering consulting services in the areas of Transportation, Civil, Structures, Construction Administration, Electrical and Infrastructure Systems, and Environmental Management.

At LEA, we strive towards a common goal, which is self-realization and achieving the highest possible results. The company is fully owned by its employees and everyone’s collective efforts directly contribute to the firm’s longstanding success.

We’re confident that by Joining LEA, you can discover and realize your full career potential because LEA:

• Has been recognized as a Greater Toronto Top Employer and Canada’s Top Employer for Young People for 2025, highlighting our commitment to fostering an outstanding workplace culture and supporting the next generation of professionals.
• Recruits high-performing, motivated individuals who strive to achieve the highest level of technical excellence and quality.
• Is an Employee-owned company and almost half of our employees are shareholders.
• Offers a competitive total compensation package of salary, substantial bonuses, benefits and other perks.
• Is continuously involved in many exciting and challenging projects throughout Ontario and around the world.
• Allows for a collaborative hybrid work environment with flexible hours to maintain a healthy work-life balance.
• Cultivates team camaraderie and collaboration, offering a variety of social events aimed at fostering relationships across the company including sports leagues, game nights, special events, and volunteer/charitable opportunities.
• Is an organization that is committed to achieving our Environmental, Social & Governance objectives through our various committees.
• Prioritizes mentorship, training, and rotational assignments for knowledge advancement and career growth.
• Has an entrepreneurial spirit as an employee-owned company, with continuous growth and expansion taking part in meaningful projects.

In This Role, Your Duties And Responsibilities Will Include

• Oversee all incoming and outgoing communications, including emails, reports, and internal correspondence for the Transportation & Systems Division.
• Maintain and update Outlook calendars, including scheduling events, rescheduling appointments, setting up meetings, arranging conference calls, and managing other calendar functions for the Senior Vice Presidents.
• Attend client and staff meetings when necessary, and prepare meeting correspondence.
• Assist with preparing and submitting expense reports and submitting timesheets.
• Provide reception duties, including supporting visitors, processing incoming and outgoing mail and couriers, scheduling meetings, and arranging conference calls.
• Prepare and/or type correspondence and maintain both electronic and hard copy filing systems.
• Order office supplies and handle general office needs while building and maintaining relationships with suppliers.
• Assist with the production of report submissions and provide administrative support as needed for corporate and project teams.
• Coordinate catering for internal and external meetings.
• Ensure all incoming and outgoing documents are formatted consistently and aligned with corporate branding standards.
• Coordinate and serve as a liaison with Head Office departments, including Administration, Proposal Development, and Marketing.
• Open, sort, and distribute incoming mail.
• Assist with office facilities, including building maintenance requests and individual employee needs.
• Ensure compliance with office policies and procedures.
• Perform other duties and responsibilities as assigned.

The Qualifications You Need

• College Diploma or equivalent.
• Minimum of 3-5 years of prior experience as an administrative assistant.
• Advanced proficiency in Microsoft Office, with the ability to quickly adapt to firm-specific programs and software.
• Exceptional time management skills with a proven ability to multitask effectively.
• Strong attention to detail and excellent problem-solving abilities.
• Excellent written and verbal communication skills.
• Highly organized with the ability to manage multiple priorities.
• Outstanding customer service skills, both over the phone and in person.
• Energetic self-starter with the ability to collaborate effectively within a team of technical and support staff.
• Independent, self-motivated, with the ability to take initiative and liaise with other departments and external sources as needed.
• Ability to meet deadlines in a fast-paced, ever-changing environment.
• Maintain a high level of confidentiality at all times.
• Willingness to work both in-person and virtually as needed.

The Work Arrangement

LEA operates in a hybrid work environment, prioritizing flexibility and the well-being of our team. This role requires in-person attendance at the Markham office, located at 625 Cochrane Dr, L3R 9R, for a minimum of two (2) days per week.

LEA's Commitment To Inclusive Hiring And Equal Opportunity

LEA Consulting Ltd. is proud to be an equal employment opportunity employer, with Diversity, Equity, and Inclusion (DEI) embedded in all strategic planning and operational activities. As part of our commitment to fair representation and equitable access to opportunities, we actively encourage applications from underrepresented groups, including Indigenous peoples, LGBTQ2S+ individuals, newcomers, persons with disabilities, racial and ethnic minorities, refugees, veterans, and women.

We evaluate all qualified candidates based on their skills and experiences, without regard to factors such as age, colour, conviction for an offence for which a pardon has been granted, disability, family status, gender identity or expression, genetic characteristics, marital/family status, national origin, protected veteran status, race, religion, sex, sexual orientation, or any other status protected under the Canadian Human Rights Act.

We are committed to providing an inclusive and accessible work environment for all individuals, including candidates applying for positions within the organization. For information, assistance or accommodation requests, please contact HR@LEA.CA. We remain committed to ensuring that accommodation is available after hiring.

We appreciate your interest in joining LEA! If this role aligns with your experience, we would love to hear from you. While we’ll only be reaching out to candidates selected for an interview, we encourage you to apply again when a suitable opportunity arises. Stay connected with us on LinkedIn, Facebook, Instagram, Twitter and YouTube.

Apply Here