Job Description

Company Overview Magine Construction Inc. has been a leading player in the construction industry for more than 25 years. Driven to out-perform and deliver the highest standards of service, we specialize in large-scale excavation, detailed excavation, environmental remediation, demolition, and management of multi-faceted complex construction projects. Committed to employee safety, wellness and for building a culture where people will ?dig? working for us. The ideal candidate for this position has a background in construction, legal and/or contract management. Job Summary The Executive Assistant, provides support to two Directors by ensuring meeting and schedule coordination, including personal appointments as needed, and acting as a contact with clients, vendors, and the management team to support projects and initiatives. This position will be responsible for developing agendas, doing research, and compiling data to write papers, communications, and presentation materials including developing content for company website and social media pages. The Executive Assistant will oversee coordination of administration staff and develop training plans to strengthen the team and individual capabilities. Responsibilities

• Oversee all incoming and outgoing communication - emails, phone calls, reports, and internal correspondence.
• Act as team lead for the administrative and support function by conducting team meetings, initiating and implementing process improvement strategies, and developing training plans to strengthen staff skills.
• Keep Directors? calendars up to date for work-related and personal matters including adding events, rescheduling appointments, and providing daily briefings.
• Act as the gatekeeper for internal and external contacts, including vendors, clients, colleagues, and staff.
• Conduct research and create reports on various topics to support projects, initiatives, and decision-making.
• Implement marketing plans, conduct research and develop company website and social media content.
• Plan and organize meetings with internal and external stakeholders ensuring required materials are prepared.
• Keep important information and documents organized physically, and electronically.
• Maintain a high degree of discretion and confidentiality.

Qualifications Education, training and experience

• College Diploma or Certificate in Business, Administration, or related field
• 5+ years significant experience in providing senior-level administration, coordination, and support
• Experience supporting complex projects involving multiple stakeholders
• Experience in construction, legal and/or contract management are an asset

Technical skills and proficiency

• Proficient in Microsoft Suite (Word, Excel, Visio, PowerPoint) and Outlook; Visio considered an asset
• Experience in Sage 100 Contractor or similar Enterprise Resource Planning (ERP) software
• Experience with IBM Blueworks or other process management tools is an asset

Knowledge and abilities

• Advanced analytical and problem-solving skills including the ability to negotiate and resolve conflicts
• Demonstrates good judgment with the ability to make informed decisions and know when to escalate
• Excellent organizational and time management skills with the ability to prioritize, delegate and monitor tasks and meet tight timelines
• Exceptional attention to detail and understanding of how to resolve issues and discrepancies
• Excellent interpersonal and teambuilding skills to motivate staff and get buy-in
• Ability to conduct research, create reports, communication materials, and engaging content and presentations
• Ability to handle sensitive information with discretion and ensure confidentiality
• Excellent communication skills, with the ability to cultivate open and honest communication and work relations
• Must have access to personal vehicle and a valid Ontario to Driver?s License (fuel will be compensated)

Job Types: Full-time, Part-time, Permanent Benefits:

• Dental care
• Extended health care
• On-site parking
• Paid time off
• Vision care

Schedule:

• 10 hour shift
• 8 hour shift
• Day shift
• Monday to Friday

Supplemental pay types:

• Bonus pay

Ability to commute/relocate:

• Bolton, ON: reliably commute or plan to relocate before starting work (required)

Experience:

• Senior Administration: 5 years (required)
• Working in construction industry: 1 year (preferred)
• Working in legal setting: 1 year (preferred)
• Contract management: 1 year (preferred)

Work Location: In person Application deadline: 2023-05-31