Executive Assistant

• Plan and work proactively to anticipate and address the needs of the Executive’s office related to daily and future activities.

• Understand the demands on the time of the Executive, 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 Executive’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 Executive’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.

• Compile monthly reports (Quarterly Operations, Safety Reports, Equipment Meetings, etc.). Minute taking at the monthly Operations Meetings.

• 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 the Operations Leadership Team and Operations Team meetings and events, 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 Executive’s Office.

• Undergraduate degree in business administration or related diploma

• 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 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

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-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.

A healthy and safe work environment is non-negotiable. We build a culture of operational and psychological safety through engagement, learning and leadership.

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.

Success is a team effort. Our inclusive workplace enables our combined expertise, humility and creativity to unlock our greater potential.

We built our name on quality. We have a passion for excellence in our work and relationships that honours our businesses and our industry.

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.

At Bird, we value Diversity, Equity, and Inclusion (DE&I) and believe it is essential to our success. We will continue to listen, learn, and take action in our commitment to building progress in our organization, and the industry as a whole. Cultivating an environment where all employees feel included, seen, and have a sense of belonging is core to Bird’s culture. We commit to proactively employing a workforce that reflects the communities in which we work, fostering an environment of continuous learning, and never compromising on our values.