Job Description
Our Toronto office is seeking a dynamic and intuitive Executive Assistant to support our Global Director of Transit Projects. This role sits within the Global Architecture & Urbanism Division which combines the expertise of IBI’s Buildings and Placemaking practice, our Places’ capabilities, and CRTKL’s multi-sector design leadership to offer a diverse range of solutions focusing on human-centric design, sustainability, and technology. Role Responsibilities:As an Executive Assistant your role accountabilities will include:Provide administrative support including calendar and contact coordination. This includes coordinating a daily calendar and ensuring meetings are prepped with all necessary background context, materials, and researchSchedule professional appointmentsMeeting support: arrange conference calls and in person meetings, room and meal arrangements; produce agendas and minutes; distribution and follow up on action itemsPrepare correspondence, contracts and corporate documentsPrepare presentations and/or reports for corporate and client meetingsMaintain effective, accurate and systematically organized filesReceive and screen incoming callsReview and sort mail and packages sensitive to signatures and deadlines.Coordinate travel arrangements including hotel, rental car, flights, etc.Arrange Conference Registrations (workshops, forums, meetings, conventions) and assist in the preparation and logistical planning for company eventsLiaison with senior management and executive team, as well as key external contacts and clientsCommunicate effectively with outside clients and vendors and represent the office and the Company effectively and professionallyManage mobile phone accounts and arrange for appropriate geographic coveragePerform various confidential projects as assigned. Perform other duties as requiredQualifications and Experience:Bachelor’s degree Minimum 7 years of experience in a similar Executive Assistant role supporting an executive in a leadership position; experience working in an Architectural engineering consulting environment is preferredMust be tech-savvy with solid skills in MS Office (Word, Excel, PPT, Outlook) with a demonstrated ability to acquire new skills and leverage technology to increase efficiency/performanceMust have excellent communication skills; written and verbalKnowledge of PowerBI is an assetFamiliar with current technologies, like desktop sharing etc. Knowledge of social marketing, websites and infographics is an assetDetail-oriented with excellent organizational and time management skillsSelf-motivated, flexible, and enthusiastic team player committed to delivering high-quality resultsStrong ability to follow up assigned tasksStrong interpersonal skills with a client service approach; comfortable managing professional level communication with both internal staff and external clients Demonstrated ability to handle sensitive and confidential materials and communication while exercising sound judgment at all timesAdditional InformationWe can only achieve our goals when everyone is empowered to be their best. We believe everyone's contribution matters. It’s why we are pioneering a skills-based approach, where you can harness your unique experience and expertise to carve your career path and maximize the impact we can make together.You’ll do meaningful work, and no matter what role, you’ll be helping to deliver sustainable solutions for a more prosperous planet. Make your mark, on your career, your colleagues, your clients, your life and the world around you.Together, we can create a lasting legacy.Our Commitment to Equality, Diversity, Inclusion & Belonging:As an Equal Opportunity Employer, we are proud to support the growth and equality of our people through initiatives like our Mentorship Program, Global Women’s Network, and Diversity & Inclusion Council. We welcome applications from all suitably qualified candidates regardless of age, race, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, religion or belief, sex and sexual orientation. We request applicants submit a RESUME highlighting relevant work experience; please limit PDF files to 10MB. For design related roles, we also require a portfolio to review. We thank all applicants for their interest. However, only those selected for an interview will be contacted.As part of Arcadis selection process, candidates will be requested to consent to background checks relevant to the role under consideration for, prior to receiving a job offer (as applicable under state law). These could include: work references, education and credential confirmation, employment verification, identity check, credit report, criminal offence, drug testing and driver’s license record. #LI-OK1#LI-Hybrid
