Job Description

WHAT YOU'LL DO

The

Administrative Business Partner (ABP)

plays a pivotal role in supporting the leadership team and ensuring that the company's operations run smoothly and efficiently. The ABP serves as both a

strategic partner

and a

central point of coordination

--helping leadership stay focused, organized, and aligned on business priorities.



In addition to traditional executive support responsibilities, this role plays a

critical part in the company's early implementation of the Entrepreneurial Operating System (EOS)

. The ABP acts as the

primary administrative lead

for the rollout of EOS tools and processes, ensuring that the leadership team's meetings, Scorecards, Rocks, and Issues Lists are well-organized, documented, and consistently maintained.



To succeed, the ABP must be highly proficient with technology--particularly Microsoft Office 365 (Outlook, Teams, Excel, Word, PowerPoint)--and comfortable using or learning modern AI-powered tools such as ChatGPT and Microsoft Copilot to streamline workflows, draft communications, manage data, and enhance organizational efficiency. The ideal candidate embraces technology as a force multiplier and continually looks for smart, digital-first ways to simplify work and support decision-making.



This position is designed for a highly organized and detail-oriented professional. The role goes beyond traditional executive assistance--it helps drive priorities, enhance leadership effectiveness, and ensure alignment across the organization. The ABP also helps foster a culture of accountability, collaboration, and operational excellence throughout the company.

Executive Assistance & Operational Support

Manage calendar, travel, and meeting coordination for the CEO Contribute to leadership meetings by taking notes, tracking action items, and providing reminders on project deadlines and deliverables Manages the Front Desk Coordinator function and oversees office and facilities management Processes business licenses and professional memberships, maintains confidential files and corporate binders.

Administrative Excellence

Prepare high-quality documents, reports, presentations, and correspondence that reflect accuracy, clarity, and professionalism. Plan, schedule, and facilitate leadership and management meetings, ensuring agendas, materials, and follow-ups are properly managed. Manage key administrative systems including records, databases, templates, and shared files to maintain organized and accessible information. Support travel coordination, expense reports, and vendor or consultant engagement. Draft internal communications, announcements, and summaries that reflect the company's professional tone and values. Help prepare content for internal meetings, town halls, or special events.

EOS Implementation & Ongoing Support

Act as the primary administrative point of contact for EOS implementation activities. Coordinate and document all Level 10 Meetings, ensuring agendas, Scorecards, Rocks, and Issues Lists are updated and distributed before each meeting. Track leadership and management team and departmental Rocks (quarterly priorities), following up to ensure accountability and progress updates. Maintain the Vision/Traction Organizer (V/TO) and ensure it is accessible and updated for leadership review. Support planning and facilitation of Quarterly and Annual Planning Sessions, including logistics, preparation of materials, and post-session follow-up. Document meeting notes, summarize decisions, and assign follow-up actions to maintain accountability across teams. Partner with the leadership team and Integrator to reinforce EOS disciplines throughout the organization. Support training and communication efforts to help employees understand and adopt EOS tools and terminology.

WHAT YOU'LL BRING

3+ years of progressive administrative or executive support experience, ideally within the AEC or professional services industry. Excellent organizational, analytical, and communication skills. Proven ability to manage multiple priorities in a dynamic, fast-paced environment. Exceptional attention to detail, organization, and follow-through. High level of discretion, professionalism, and emotional intelligence. Advanced proficiency with Microsoft 365 (Outlook, Teams, Excel, PowerPoint, Word)

A LITTLE BIT ABOUT US

Omicron is one of the largest integrated development, design and construction firms in Western Canada, providing solutions to clients in the Industrial, Institutional, Building Renewal, Commercial, Retail and Residential sectors.

Omicron was established in 1998 by people who believed real estate strategists, architects, interior designers, engineers and builders could work as one unified team to deliver a better experience throughout each step of a building project. In an industry driven by antiquated practices and procedures, we continuously search for

a better way

of delivering projects by questioning convention and actively supporting our team through the systemic challenges of the building industry.

Omicron was borne on the idea of inclusion: actively inviting different voices to the table and ensuring all ideas are considered, enabling a meaningful process and comprehensive decision-making. Through this philosophy, we created our values and guiding principles for both ourselves and those we work with:

We spark curiosity. Bring your passion. Get involved, ask questions, and unleash your potential.

We show courage. Have the confidence to be heard. Challenge convention and be willing to be challenged.

We value respect. For ourselves, others, and our planet. Seek to include and cultivate a culture of support.

We create connections. Embrace differences and build trust. Diversity drives our innovation.

We are one. Our commitment to each other is our superpower. Together, we persevere and thrive.

Our vision is to create meaningful contributions to our communities, protect our planet, and enrich the human experience.

Our mission

is a better way of delivering buildings that redefines the design and construction process.

We have been a winner of Canada's Best Managed Companies program since 2009, maintaining Platinum Club member status since 2015. This program recognizes companies that implement world class business practices and create value in innovative ways.

We have a distinctly entrepreneurial culture and are a tech-forward, innovative, sustainable, and award-winning organization focused on success for clients and staff alike.

THE PERKS WE OFFER

Wellness package including comprehensive group health and dental benefits, a Health Care Spending Account, an Employee Assistance Program (EAP), and Fitness Program Group RRSP matching Continuing education opportunities to support your career goals Parental leave top-up program for new and expecting parents Social events like our Grouse Grind BBQ, themed quadrant parties, and impromptu celebrations! Being a part of the community through volunteer and fundraising activities Convenient location - be steps away from restaurants, shopping and transit Corporate discounts and cashback incentives * And more!