Position Title:  Assistant, Executive

What is the Opportunity?

About Us

Aecon Engineering Services Inc. (AESI) is a leading provider of engineering, project management, construction support, and technical services supporting the nuclear, energy, industrial, and infrastructure sectors throughout North America. AESI delivers innovative solutions through a commitment to safety, quality, integrity, and operational excellence.

As our organization continues to grow, we are seeking a highly organized and professional Executive Assistant to support the Senior Vice President, Engineering and the Engineering Leadership Team. This position plays a critical role in ensuring the efficient operation of the Engineering organization through executive support, communication coordination, meeting management, and administrative leadership.

Reporting directly to the Senior Vice President, Engineering, the Executive Assistant provides high-level administrative and organizational support to Engineering leadership. The position is responsible for managing executive calendars, scheduling and coordinating meetings, preparing and distributing organization-wide communications, processing expense reports, arranging travel, maintaining records, documenting meeting minutes, tracking action items, and supporting key departmental initiatives.

The successful candidate will serve as a trusted partner to leadership, exercising sound judgment, maintaining strict confidentiality, and helping ensure organizational priorities are executed efficiently and professionally.

What You'll Do Here:

Executive Support

• Serve as the primary administrative support resource for the Senior Vice President, Engineering.
• Manage and maintain complex executive calendars, schedules, appointments, and commitments.
• Coordinate meetings involving executives, managers, project teams, clients, and external stakeholders.
• Prioritize competing requests and effectively manage changes in scheduling and business priorities.
• Prepare presentations, reports, agendas, meeting materials, and correspondence for executive review.
• Handle sensitive and confidential information with professionalism and discretion.
• Assist leadership with special projects, strategic initiatives, and organizational priorities.

Meeting Management

• Coordinate and schedule recurring and ad hoc meetings across multiple functions and business groups.
• Reserve conference rooms and virtual meeting resources and ensure all meeting logistics are properly arranged.
• Develop and distribute meeting agendas and supporting documentation.
• Attend meetings as required and prepare detailed meeting minutes, summaries, decisions, and action items.
• Maintain action item logs and follow up with stakeholders to ensure timely completion of commitments.
• Support leadership meetings, business reviews, strategic planning sessions, and organizational initiatives.

Internal Communications

• Prepare and distribute company-wide and department-wide announcements, communications, and notifications.
• Draft, edit, and proofread correspondence on behalf of Engineering leadership.
• Maintain departmental distribution lists and organizational communication channels.
• Support employee communication initiatives and leadership messaging.
• Ensure communication materials are accurate, professional, consistent, and aligned with company standards.

Travel and Expense Administration

• Coordinate domestic and international travel arrangements, including airfare, lodging, transportation, and itineraries.
• Prepare and process expense reports in accordance with company policies and procedures.
• Collect, organize, and maintain receipts and supporting documentation for reimbursements.
• Assist with budget tracking and administrative reporting as requested.
• Support travel, meeting, and event logistics for Engineering leadership.

Department Administration

• Maintain departmental organizational charts, contact lists, and administrative records.
• Assist with onboarding coordination for new Engineering employees and leaders.
• Support preparation and distribution of departmental reports, metrics, and presentations.
• Organize and maintain electronic and physical filing systems.
• Coordinate document management and ensure records are maintained in accordance with company requirements.
• Provide support for department events, leadership meetings, training sessions, and employee engagement activities.

Project and Organizational Support

• Assist in tracking key initiatives, deliverables, milestones, and deadlines within the Engineering organization.
• Monitor follow-up actions resulting from leadership meetings and business reviews.
• Coordinate activities between Engineering leadership and other business functions.
• Identify opportunities to improve administrative processes and organizational efficiency.
• Provide additional administrative support as assigned.

Supervisory Responsibilities

This position has no direct supervisory responsibilities.

The Executive Assistant may coordinate activities among department leaders, project teams, administrative personnel, and external stakeholders to facilitate the efficient execution of business activities and priorities.

What You Bring to the Team:

Education

• Associate’s degree required; bachelor’s degree in Business Administration, Communications, Management, or a related field preferred.

Experience

• Minimum of five (5) years of progressively responsible administrative experience supporting senior leaders or executives.
• Experience supporting Vice Presidents, Senior Vice Presidents, or executive-level leadership preferred.
• Experience within engineering, construction, energy, industrial, professional services, or project-based organizations preferred.

Knowledge, Skills, and Abilities

• Advanced proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, SharePoint, and other Microsoft 365 applications.
• Strong calendar management, scheduling, and organizational skills.
• Excellent written and verbal communication abilities.
• Exceptional attention to detail and accuracy.
• Ability to prioritize multiple assignments and meet deadlines in a fast-paced environment.
• Strong meeting management and note-taking capabilities.
• Proficiency in expense reporting systems such as Concur or equivalent platforms.
• Ability to maintain strict confidentiality and exercise sound judgment.
• Strong interpersonal and customer service skills.
• Ability to work independently with minimal supervision.
• Demonstrated problem-solving and organizational abilities.

Physical Requirements

• Work is primarily performed in an office environment.
• Prolonged periods of sitting and computer use.
• Occasional lifting of office supplies and materials up to 25 pounds.
• Limited travel may be required.

Working Conditions

The position operates in a professional office environment and requires regular interaction with executives, managers, employees, customers, and business partners. The ability to manage competing priorities, maintain discretion, and respond effectively to changing business needs is essential.