Executive Administrative Assistant and Office Manager

Job summary

Provide high-level administrative support to the Vice President of Cement Operations, including calendar, travel, and expense management. Oversee general office functionality, receptionist services, and coordinate communications with internal and external stakeholders.

Job details

Line of Business: Service & Support About Us Heidelberg Materials is one of the world's largest suppliers of building materials. Heidelberg Materials North America operates over 450 locations across the U.S. and Canada with approximately 9,000 employees. The Executive Administrative Assistant and Office Manager will assist the Vice President of Cement Operations. This position is generally varied, including complex administrative duties, and project-oriented assignments requiring the use of sound judgment and discretion, independent assessment, and resolution of complex situations/problems. What You'll Be Doing * Administrative assistance to VP, including conference calls, video teleconferences; manage VP's calendars, and electronic phone messages * Coordinate travel schedules and make necessary arrangements * Prepare expense reports, check requests; consolidate and code PCard purchases; code and approve administrative invoices; coordinate accounts payable among various locations * Prepare correspondence including memos, letters, reports, statistical summaries and minutes * Coordinate and schedule internal/external meetings, videoconferencing, boardroom bookings and other related requirements including organization of events * Prepare information for various executive level presentations and communications * Office management, including overseeing receptionist function and phone services * Manage the office building requirements and general functionality * Provide support to all areas of management within the office * Manage and provide backup to Reception on an as-needed basis * Communicate as required with corporate staff functions, regional personnel at all levels and external stakeholders * Perform other duties and special projects as assigned or directed What Are We Looking For * Post-secondary administrative training * 4-5 years previous "executive level" administrative experience * Previous Executive Assistance experience in a corporate setting will be an asset * Advanced knowledge of MS Word, Excel, PowerPoint, Outlook and Concur required * 2-3 years of proven experience preparing and analyzing financial reports * Demonstrate excellent written and verbal communication skills to communicate effectively with all levels within the company * A proven track record meeting work deadlines and working collaboratively as part of a team * Ability to effectively respond to questions from all levels within the company and third parties Work Environment * Primarily office-based position in a professional and collaborative work environment * Regular interaction with employees, leaders, vendors, and external stakeholders * Fast-paced setting requiring strong prioritization, adaptability, and attention to detail * Occasional travel may be required to support business operations and team initiatives What We Offer * Competitive base salary: $78,070 - $104,077 * Industry leading benefits package, including health, dental, and wellness * Pension plan with an automatic company contribution as well as matching contributions and RRSP options, Opportunities for training, development, career growth within a global organization Heidelberg Materials welcomes and encourages applications from people with disabilities. Accommodations may be available upon request for candidates taking part in all aspects of the selection process.

What you’ll do

Provide high-level administrative support to the Vice President of Cement Operations, including calendar, travel, and expense management. Oversee general office functionality, receptionist services, and coordinate communications with internal and external stakeholders.

Requirements

Requires post-secondary administrative training and 4-5 years of executive-level administrative experience in a corporate setting. Must be proficient in MS Office and Concur, with 2-3 years of experience in financial report preparation and analysis.

Benefits

• Health Insurance • Dental Insurance • Wellness Benefits • Pension Plan • RRSP Options • Training and Development

Listed skills

• written communication · Preferred
• Financial analysis · Preferred
• Project management · Preferred
• Stakeholder Management · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Executive Administrative Support
• Calendar Management
• Travel Coordination
• Expense Reporting
• Financial Analysis
• Office Management
• Meeting Coordination
• MS Word
• MS Excel
• MS PowerPoint
• MS Outlook
• Concur
• Written Communication
• Verbal Communication
• Project Management
• Stakeholder Management

Job areas

• Administrative
• Management & Leadership
• Construction
• Manufacturing
• Customer Service & Support