Job Description
Overview:Our Toronto office is seeking a dynamic and intuitive Executive Assistant to support our Global Director of Transit Projects. Most of the things you'll work on: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 requiredWhat you will need to have: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 InformationWhy you should work for Arcadis IBI Group :Office space:The office is steps away from St. Clair station and is easily accessible by bike, TTC and car. Occupying 7 floors, with over 700 employees, it is the largest office at IBI Group. The floors are open concept and represent our collaborative approach to projects.Our employees will find a design environment where collaboration is at the core of the business. We proudly support our team members through continuing education, completion of licenses and certifications, memberships in professional societies, seminar and conference attendance.Competitive Base Salary based on industry standardsRobust Extended + Medical BenefitsParticipation in Incentives ProgramHybrid workCoverage of Licensing Fees and Annual Dues to Professional AssociationsProfessional Development & Self Directed Learning ResourcesAs 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 thank all applicants for their interest. However, only those selected for an interview will be contacted.As part of Arcadis IBI Group's selection process, candidates may be requested to consent to background checks relevant to the role under consideration for, prior to receiving a job offer. These could include: work references, education and credential confirmation, employment verification, identity check, credit report, criminal offence and driver’s license record. 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.#LI-OK1#LI-Hybrid
