Executive Assistant

Aecon Group Executive Assistant Opportunity

The Executive Assistant provides high-level, proactive support to the Chief Operating Officer (COO). The role protects the COO’s time, keeps priorities moving, and ensures the COO is prepared for meetings, decisions, travel, and follow-up. The Executive Assistant works closely with senior leaders, executive assistants, employees, clients, and external partners, and handles sensitive information with sound judgment and discretion.

Role Scope and Complexity

• Supports a senior executive whose responsibilities span multiple business units, functions, projects, and time zones.
• Manages a complex calendar and changing priorities, often with limited notice.
• Coordinates confidential and time-sensitive information for executive and leadership discussions.
• Uses judgment to resolve scheduling conflicts, identify risks, and determine when issues require the COO’s attention.
• Works independently while staying closely connected with the COO and the broader executive support network.

What You'll Do Here:

Executive Calendar and Priority Management

• Own and manage the COO’s calendar, including meetings, travel, preparation time, and follow-up.
• Assess meeting requests, clarify purpose and required decisions, and recommend priorities.
• Resolve calendar conflicts and adjust plans quickly when business needs change.
• Protect time for the COO’s most important operational, strategic, and people priorities.

Meeting and Decision Support

• Prepare agendas, briefing notes, presentations, reports, and other meeting materials.
• Confirm that the COO has the right information, context, and documents before each meeting.
• Coordinate leadership meetings and offsites, including logistics, materials, minutes, and action tracking.
• Record decisions and follow up with owners to keep commitments on schedule.

Communication and Stakeholder Coordination

• Act as a professional first point of contact for the COO’s office.
• Draft and edit clear correspondence, presentations, and updates on behalf of the COO.
• Build effective working relationships with executives, executive assistants, employees, clients, board contacts, and external partners.
• Handle questions and requests promptly, redirecting them when another leader or function is better placed to respond.

Travel, Expenses, and Administration

• Plan detailed domestic and international travel, including transportation, accommodation, itineraries, meeting logistics, and changes.
• Prepare accurate expense reports, process invoices, and maintain organized records in line with company requirements.
• Coordinate office, technology, supplies, and other administrative needs for the COO.
• Support special projects and events that require careful planning, follow-through, and confidentiality.

Confidentiality and Executive Office Effectiveness

• Protect confidential business, employee, legal, financial, and personal information.
• Use sound judgment when handling sensitive requests, competing priorities, and incomplete information.
• Maintain simple, reliable systems for files, contacts, action items, and recurring commitments.
• Identify ways to improve the COO office’s routines, information flow, and use of time.

What You Bring to the Team:

Qualifications and Experience

• Post-secondary education in business administration, office administration, communications, or a related field is preferred, or an equivalent combination of education and relevant experience.

• At least 7 years of progressive administrative experience, including 3 to 5 years supporting a C-suite executive or equivalent senior leader.

• Experience managing complex calendars, executive travel, confidential correspondence, meetings, presentations, and expense reporting.

• Experience supporting a senior leader in construction, infrastructure, engineering, energy, professional services, or another complex operating environment is an asset.

• Knowledge and Skills

• Excellent judgment, discretion, and ability to maintain strict confidentiality.

• Strong planning, organization, problem-solving, and follow-through skills.

• Clear written and verbal communication, with strong