Chandos Construction Looking for Executive Assistant & Office Manager at Edmonton, Alberta, Canada Full Time

We are Chandos.

Inclusion. Collaboration. Ingenuity. Innovation.

These values speak to our desire to create places where all people belong, listening and learning from one another in a way that sparks ideas and leads to positive changes in our industry and community. They also demonstrate our commitment to a diverse, equitable, and inclusive culture. And, if they resonate with you too, we should talk!

We are 100 percent employee owned and proud to be the first and largest B Corp certified commercial builder in North America, meaning we put our values at the centre of everything we do.

Continuous improvement is core to our success. Championing innovative and collaborative ways to build is just one example of that. Collaborative construction leads to more efficiency, cost savings, social value, and a much better working experience for everyone.

Every day, our teams are working to build places for people to live, work, learn, serve, and play. But above all, we’re building community. And, we’re looking for like-minded people to join us. Together, we can build a better world.

Job Description

EXECUTIVE ASSISTANT SUPPORT

Responsibilities:

• Primary responsibility for supporting a busy VP & District Manager and his leadership team, as directed, to ensure that district goals and objectives are accomplished and operations run efficiently.
• Proactive calendar management, including the coordination of appointments and events.
• Scheduling on- and off-site meetings, videoconferences and conference calls. Responsible for all of the associated logistics in connection with those meetings.
• Coordination of leadership team meetings on a regular basis. Attend meetings to take minutes, create action item lists and follow up on all action items in a timely manner.
• Coordinate and prepare initial drafts of quarterly board reports for review by the VP & District Manager. Review all reports for completeness and accuracy.
• Coordinate Edmonton district programs and events, such as district staff meetings, seminars, workshops, special projects and events (for both office and field staff). Assist with annual charity fundraising campaigns.
• Make travel arrangements.
• Manage phone calls and emails on behalf of the VP & District Manager.
• Ensure the timely completion of expense reports and reconciliation of corporate card expenses.
• Respond promptly to information requests.
• Facilitate internal communications on behalf of the VP & District Manager.

OFFICE MANAGEMENT SUPPORT

Responsibilities:

• Responsible for the overall management of the Edmonton office, including overseeing all office management systems (processes, building/office maintenance, supplies, etc.).
• Establishing and fostering a positive culture within the office.
• Comfortable trouble shooting problems and suggesting more efficient ways to run the office.
• Develop and oversee a facility work plan outlining tasks, individuals and vendors responsible, and intervals for completion for the office building maintenance work for both planned and emergency situations.
• Manage the budget for office and facilities management for the Edmonton office.
• Assist in the management of building security, such as the assignment of keys and alarm codes for approved personnel.
• Manage utility, lawn care, snow removal, janitorial, cleaning, repair and maintenance service-provider contracts and service-level agreements. With the support of the VP & District Manager and/or CFO, negotiate contracts and service-level agreements for third-party suppliers and/or service providers.
• Ensure office facilities comply with building and safety laws and regulations.
• Coordinate office arrangements for Edmonton employees, assigning desks and other physical assets as necessary.
• Direct management of reception, including arrangement of back-up in the receptionists’ absence. May be a requirement for this position to periodically cover reception in the event of an unplanned absence by the receptionist.
• Provide coaching and performance management of reception staff including conducting performance reviews.
• Provide orientation to new staff in terms of district and office operations.
• Perform other duties that may be assigned as necessary.

Qualifications

• Post-secondary diploma in Business Administration or relevant discipline.
• Eight or more years of progressively complex administration experience, preferable in support of senior executives.
• Strong knowledge of office procedures and practices.
• Familiarity with online calendar management and cloud-based file management systems.
• Solid experience with office management systems, including Zoom and the full Microsoft Office suite of software: Word, PowerPoint, Excel, Project, Outlook and Teams.
• Experience with Chrome River (expense reporting software) and ViewPoint (construction software) would be considered an asset.
• Strong written and verbal communication skills (via phone, email and in-person).
• Self-directed individual who can work independently with minimal supervision.
• Flexible team player willing to do what it takes to get the job done; adaptable and enjoys a challenge.
• Experience overseeing budgets and expenses.
• Excellent organizational skills with an ability to think proactively and prioritize work in a busy office environment. Experience exercising discretion and confidentiality with sensitive company information.
• Previous experience in creating and fostering a positive and high performing work environment is highly desired.
• Previous supervisory experience is an asset.
• Some ability to travel, as required.

Additional Information

We recognize that our differences are our greatest strengths. We uncover talent. We nurture talent. And then we give people the tools they need to use their talent to create a positive impact.

• We are 100% employee owned. Every person who works for Chandos can become an owner. There is only one class of units at Chandos, because we believe everyone should be treated equal. We talk about being an entrepreneurial-minded organization and you can be sure we mean it!
• Competitive wages
• Flex days
• Well rounded employer paid benefits program including health, dental, vision care, employee assistance program, advanced mental health coverage and health spending after 1 year of employment
• RRSP matching program to aid and prepare employees for long-term financial security
• Educational assistance for employees who wish to pursue job-performance enhancing education
• Recognition and annual salary reviews program
• Leadership conferences that allow employees to connect and collaborate
• Regular company-wide engagement opportunities

**Chandos will not send offer letters through social media and external sources including whatsapp**