EME Engineering Inc. is a multi-discipline MEP professional engineering firm with a +55 year history providing services in Ontario, throughout the provinces of Canada, and internationally. At EME, you will find our core values are to treat each team member with professionalism and respect, while encouraging laughter and promoting an enjoyable workplace. With a specific focus on NetZero projects, EME’s design work is leaving a positive environmental impact, one design at a time... and you can be a part of it.
We are seeking a highly organized, proactive, and independent Executive Administrative Assistant to provide high-level support to our executive leadership team. This role is ideal for a professional who thrives in a fast-paced environment, possesses strong financial administrative capabilities, and can seamlessly manage executive operations.
Typical roles will include:
- Provide overall administrative and organizational support to the Leadership Team
- Anticipate the Leadership Team’s needs and efficiently manage expectations with ability to adapt to unexpected changes and requests
- Prepare profit/loss reports and compile data for profitability summaries
- Maintain financial records, responsible for accounts payables and accounts receivables
- Monitor incoming correspondence and manage all client inquiries, requests, and resolution issues
- Manage calendars and email correspondence
- Courteously answer and screen telephone calls
- Assist with tracking disbursable project-related expenses for monthly invoicing
- Prepare, format, review and edit all correspondence as required (letters, reports, social media content, etc.)
- Assist with project creation and the preparation of Fee Proposals
- Independently coordinate with external IT consultant to ensure timely technical issue resolution
- Organize and schedule both internal and external meetings
- Book reservations (hotels and lunches) and assist with planning of office events and catering arrangements
- Reception duties as needed (greet guests, answer phones and track staff whereabouts)
- Manage office supply inventory
QUALIFICATIONS:
- University Degree / College Diploma required.
- 3 - 5 years of work experience with at least one year in an executive/administrative support role
- Prior work experience within an engineering or professional services firm is an asset
- Proven ability to plan and implement projects with a high level of independence within a fast-paced office environment
- Exceptional organizational skills, meticulous attention to detail, strong proofing/editing abilities, and the capacity to meet tight deadlines
- Strong written and verbal communication skills with a team-oriented mindset to build solid working relationships
- Advanced expertise in Microsoft Excel (creating documents using formulas, pivot tables, and macros)
- Proficiency working in MS Office (Word, Excel, PowerPoint)
- Strong familiarity and working knowledge of the Google platform (Gmail and Google Spaces)
- Minimum typing speed of 60 words per minute
Pay: $70,000.00-$75,000.00 per year
Work Location: In person
