Executive Assistant

at  Bird Construction

Executive Assistant
Where Greatness Grows
The greatest achievements in history are borne from the greatness within people – where human potential meets vision, and passion fuels evolution. Unlocking this potential is the most important thing we do at Bird.
As a leader in Canadian construction for over 100 years, the impact of our team is etched deeply within the core of our legacy. Beyond Bird, this impact is felt in the fundamental aspects of our everyday lives. From the critical infrastructure we depend on, to the energy and resources that keep us moving - we are powering our communities and shaping Canada’s skylines coast-to-coast. Entrenched in the foundation of a culture built more than a century ago is an enduring quest to reimagine what is possible. Our impact is greater than ever, and we are looking for those who seek to redefine their story.
We are a dynamic team of over 5,000 with a range of professions, backgrounds, and areas of expertise. This breadth of diversity in people and opportunities is one of greatest aspects of building your career with Bird. Every trajectory looks different. At Bird, you hold the pen, and you write your story. As you unlock your potential, you are surrounded by a team that supports you every step of the way.
Be a part of our team, where we pride ourselves on the quality of our work and the way we treat each other and our partners. You will build a career and long-lasting relationships based on respect, collaboration, and a solution-focused mindset. Bird is a place where you will unlock your potential and achieve your goals.
Reporting to a member of the Senior Leadership Team, the Executive Assistant will provide executive support and be the primary point of contact on all matters pertaining to the Senior Leader’s office.
This position is based in Mississauga, ON.
What You Will Be Working On

Leadership

• Support a culture that encompasses the highest ethical standards.
• Handle highly confidential and sensitive information that pertains to business strategy and general administration.
• Collaborate with members of the Senior Leadership Team to support the success of the Operations Group.

Administrative Support to the Senior Leadership Team

• Plan and work proactively to anticipate and address the needs of the Senior Leader’s office related to daily and future activities.
• Understand the demands on the time of the Senior Leader, and where appropriate, act as the “gatekeeper”, using judgment to organize calendars to ensure that time is allocated to scheduled events or meetings.
• Conserve the Senior Leader’s time by reading and routing correspondence and respond to inquiries, screen calls, e-mails, and voicemail messages and direct them appropriately.
• Draft a variety of documents including confidential correspondence (reports, letters, memos, agendas etc.) in a timely manner.
• Proactively manage the Senior Leader’s calendar including arranging meetings with internal and external stakeholders.
• Monitor in-coming calendaring requests, attachments and manage materials, as appropriate.
• Coordinate and manage travel arrangements including liaising with third party travel agents, including booking hotel rooms and car rentals.
• Prepare and submit expense reports in a timely manner ensuring accuracy and efficiency.
• Coordinate and assist with the planning and implementation of office events including staff engagement (i.e. recognition and birthdays).
• Schedule various meetings and events, and coordinate related logistics, such as room bookings, refreshments, and document preparation for all attendees.
• Provide any other senior administrative support as required, working in a collaborative team environment to contribute to the successes of the Operations Group and the organization.
• Other projects as assigned by the Senior Leader’s Office.

What We Are Looking For

• Undergraduate degree in business administration or related diploma
• 5 – 10 years’ experience directly related to supporting a Senior Executive.
• Experience working with Executive Officers, Senior Management, and other leadership members in a corporate environment.
• Experience working in the construction industry is an asset.
• Advanced technical proficiency in Microsoft Office Suite (e.g. Excel, Word, Visio, PowerPoint, Outlook)
• Ability to work collaboratively with a positive attitude.
• Proven ability to demonstrate a high level of confidentiality, including tact and discretion in preparing, disclosing, and handling information of a sensitive nature.
• Exceptional follow through skills; proactive and anticipatory
• Ability to forge, grow and maintain positive relationships with multiple groups.
• Ability to manage multiple priorities simultaneously and meet the time demands of unpredictable activities; capable of handling pressure and challenges in a dynamic business environment
• Ability to work within tight deadlines and prioritization of work to achieve them
• Flexibility with work/personal schedules i.e. meetings occurring outside of business hours due to different time zones
• Strong analytical, critical thinking, troubleshooting, problem-solving skills, and a high degree of accuracy and attention to detail
• Highly developed interpersonal and organizational skills
• Exceptional professionalism and discretion, with the ability to represent Executive and senior leadership in a positive and effective manner
• Superior written and verbal communication skills.

We Put Safety First
A healthy and safe work environment is non-negotiable. We build a culture of operational and psychological safety through engagement, learning and leadership.
We Lead With Honesty
We speak and act with integrity, clarity and care so people can trust our word and our work. Being honest means we can deliver the best outcomes and consistent results.
We Are Stronger Together
Success is a team effort. Our inclusive workplace enables our combined expertise, humility and creativity to unlock our greater potential.
We Are Driven To Do Great Work
We built our name on quality. We have a passion for excellence in our work and relationships that honours our businesses and our industry.
We Create Opportunity
Rooted in a solid foundation, we adapt and grow to face the future. We are committed to elevating each other to chart the best path forward in an evolving world.
Bird celebrates diversity and are proud to be an equal opportunity employer. We are committed to an inclusive environment for all employees and applicants and will make all employment-related decisions without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, age, disability or veteran status

Please refer the Job description for details