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ABA Architects Inc. is a fast growing mid-sized Architectural Practise in the Kitchener – Waterloo- Cambridge - Guelph Region. The Firm is seeking a highly intelligent and very personable individual assume the responsibility of our Executive Assistant to the President and Vice-President.

 

Position Description: Executive Assistant- Full-Time- CONTRACT-10 month

 

The ideal candidate is an experienced Executive Assistant, preferably in a construction/professional services environment. Your job will be to ensure the efficient day-to-day operation of management, which will include but are not limited to:

  • Answer the President’s phone calls using a professional and courteous manner

  • Reply to general information requests with the accurate information

  • Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics

  • Conserves executive's time by reading, researching, and routing correspondence; drafting fee proposals, letters and documents; collecting and analyzing information; initiating telecommunications

  • Maintains executive's appointment schedule by planning and scheduling meetings, conferences, and teleconferences

  • Provide secretarial and administrative support to The President and Vice-President

  • Attend meetings to take minutes

  • Use computer word processing, spreadsheet, and database software to prepare reports, memos, and documents

  • Prepare and send outgoing faxes, mail, and courier parcels for management

  • Monitor business related emails of the President and Vice-President

  • Forward voice mail from the President and Vice-President’s mailboxes to the appropriate staff members

  • Code and file material according to the established procedures

  • Maintains customer confidence and protects operations by keeping information confidential

  • Prepares reports by collecting and analyzing information

  • Contributes to team effort by accomplishing related results as needed.

  • Other duties as assigned

Qualifications and Experience

  • Previous administrative experience in an office environment is essential

  • Previous work experience in an Architectural/Engineering or Construction office is beneficial

  • Community College diploma or equivalent is required

  • Minimum 3-5 years’ experience in office environment

  • Expertise in MS Office – Word, Excel, PowerPoint

Desired Skills

  • Exceptional multi-tasker who is able to switch between various tasks as Management requires

  • A details-oriented person

  • Individual with ability to work independently

  • Strong proficiency in Microsoft Office

  • Strong problem solving and analytical skills and able to make decisions timely and in the company’s best interest

  • Focus on continuous improvement

  • Excellent written and verbal communication skills

  • Organized individual with excellent time management skills

 

ABA Architects Inc. encourages applications from all qualified candidates. Candidates who meet the minimum qualifications should provide resume and references to: resumes@abarchitect.ca

 

ABA Architects Inc. is an equal opportunity employer. Contact Shannon McTaggart at mctaggart@abarchitect.ca or 519-884-2711 if you need accommodation at any stage of the application process or want more information on our accommodation policies.

 

 

 

 


 
5-564 Weber St. N. Waterloo On N2L 5C6   Tel 519.884.2711   Fax 519 884 2289   www.abarchitect.ca
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