Executive Assistant - Western Canada District

Position Overview

Kiewit builds some of the largest and most complex construction and engineering projects across North America. From transportation and water/wastewater infrastructure to power and industrial facilities, our work improves lives and drives progress. Kiewit is committed to safety, innovation, and operational excellence.

Executive Assistants at Kiewit provide direct administrative and operational support to our Leadership teams. As an organized, proactive, and detail-oriented EA, you play a key role in streamlining workflows, coordinating cross-functional communication, and ensuring the efficient management of day-to-day activities. EAs facilitate, organize, and prepare for changing priorities, schedules and responsibilities. A successful EA will focus on making time, information, and decision processes more effective. You will solve problems, craft communications, and manage relationships, with visibility to executive-level issues requiring integrity and judgment. 

You must combine the ability to anticipate needs and priorities, with strong verbal and written communication skills. Your ability to make decisions combined with attention to detail allows you to work independently and multi-task seamlessly. You will have daily interaction with employees at all levels both inside and outside the Company and require a high degree of professionalism and business presence. 

Location

This position is based full-time in our Burnaby District Office.   #LI-RP1

Responsibilities

• Manage calendars, including coordinating availability for meetings, preventing scheduling conflicts, prioritizing the most sensitive matters, and ensuring that follow up is conducted in a timely manner.
• Coordinate travel, including organizing and managing the logistical details for off-site events and activities for the business. Also assist in planning and organizing events both on and off-site for District staff and external stakeholders. 
• Research, prioritize, and follow up on incoming issues and concerns, including those of a sensitive or confidential nature. Determine appropriate course of action, referral, or response.
• Complete a broad variety of administrative tasks including composing and preparing correspondence that is sometimes confidential; arranging travel plans, itineraries, and agendas; and compiling/creating documents for meetings.
• Help execute the company's highest priorities on a given day or week while working on longer-term special projects and strategic initiatives.
• Provide administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications.
• Coordinate internal and external meetings, events, training sessions, and site visits. Organizing meetings, including scheduling, sending reminders, and organizing catering when necessary. Complete full set-up and take-down of meetings when required.
• Support cross-department working groups, keeping agendas, and helping members to be accountable for key deliverables.
• Prioritize conflicting needs; handle matters expeditiously, proactively, and follow through on projects to successful completion, often with deadline pressures. Take ownership for filling in gaps as seen, proactively solving problems.
• Assist with expense reporting, timesheet tracking, and other operational logistics.
• Act as a liaison between Area Managers and other departments, clients, or partners.

Qualifications

• Bachelor’s degree in Business Administration or related field.
• Demonstrated experience in a large, matrixed organization.
• 5+ years of executive administrative experience; construction or engineering industry preferred.
• Exceptional attention to detail, organization, ability to recognize discrepancies, and active listening skills.
• A whole lot of creativity and a healthy dose of patience.
• The ability to work independently and demonstrate sound judgment.
• A flexible schedule that will permit you to respond to changing demands and time schedules.
• High proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Ability to prioritize tasks and work independently in a fast-paced environment.
• Proven ability to handle sensitive and confidential information.
• Experience supporting multiple leaders simultaneously is a strong plus.
• Reliable transportation.