Assistant, Executive

Come Build Your Career at Aecon!

Aecon delivers some of the most complex and impactful infrastructure projects — from transformative transportation networks to critical energy, industrial and nuclear programs. The projects we build connect communities and power future generations. With deep roots in North America and a strong footprint internationally, Aecon brings global expertise and proudly serves public and private sector clients through its Construction and Concessions segment.

Safety Always is not only our #1 core value – it is the standard that anchors our culture. We believe the most ambitious projects deserve the most committed people. At Aecon, you won’t just build your career — you’ll help build what matters to enable future generations to thrive.

At Aecon, you can count on:

• Safety Always. Our number one core value. The safety of our people, projects, partners, and stakeholders is our priority focus – today and always.
• Integrity. We lead by example, with humility and courage.
• Accountability. We’re passionate about delivering on our commitments.
• Inclusion. We provide opportunities where people feel valued, supported, and empowered to contribute fully.

We deliver infrastructure with purpose, and our people are at the heart of everything we do. Aecon employees are incredibly proud to build some of the most impactful infrastructure of this generation – we call it Aecon Proud.

At Aecon we:

• Ensure you and your family receive the services and benefits needed to support your mental, emotional, and physical well-being.
• Are intentional when it comes to investing in your development. We help you build your career and advance your skills through our Aecon University, tuition reimbursement, and Leadership Programs.
• Are committed to creating work environments focused on mutual respect, teamwork, collaboration, and new ideas, through meaningful initiatives, training, and partnerships with Veteran groups, to ensure we are building with top talent and harnessing our collective strengths within every aspect of our culture.
• Operate responsibly by managing risk, safety, and environmental considerations across all our projects and surrounding communities.

Our success is built on the passion, expertise, and dedication of our people. Together, we embrace strong execution, innovation, and continuous improvement — values that come to life through the unique talents and collaborative spirit of every team member. If you’re inspired to make a difference through future-building projects, join our best-in-class team.

What is the Opportunity?

About Us

Aecon Engineering Services Inc. (AESI) is a leading provider of engineering, project management, construction support, and technical services supporting the nuclear, energy, industrial, and infrastructure sectors throughout North America. AESI delivers innovative solutions through a commitment to safety, quality, integrity, and operational excellence.

As our organization continues to grow, we are seeking a highly organized and professional Executive Assistant to support the Senior Vice President, Engineering and the Engineering Leadership Team. This position plays a critical role in ensuring the efficient operation of the Engineering organization through executive support, communication coordination, meeting management, and administrative leadership.

Reporting directly to the Senior Vice President, Engineering, the Executive Assistant provides high-level administrative and organizational support to Engineering leadership. The position is responsible for managing executive calendars, scheduling and coordinating meetings, preparing and distributing organization-wide communications, processing expense reports, arranging travel, maintaining records, documenting meeting minutes, tracking action items, and supporting key departmental initiatives.

The successful candidate will serve as a trusted partner to leadership, exercising sound judgment, maintaining strict confidentiality, and helping ensure organizational priorities are executed efficiently and professionally.

What You'll Do Here

Executive Support

• Serve as the primary administrative support resource for the Senior Vice President, Engineering.
• Manage and maintain complex executive calendars, schedules, appointments, and commitments.
• Coordinate meetings involving executives, managers, project teams, clients, and external stakeholders.
• Prioritize competing requests and effectively manage changes in scheduling and business priorities.
• Prepare presentations, reports, agendas, meeting materials, and correspondence for executive review.
• Handle sensitive and confidential information with professionalism and discretion.
• Assist leadership with special projects, strategic initiatives, and organizational priorities.

Meeting Management

• Coordinate and schedule recurring and ad hoc meetings across multiple functions and business groups.
• Reserve conference rooms and virtual meeting resources and ensure all meeting logistics are properly arranged.
• Develop and distribute meeting agendas and supporting documentation.
• Attend meetings as required and prepare detailed meeting minutes, summaries, decisions, and action items.
• Maintain action item logs and follow up with stakeholders to ensure timely completion of commitments.
• Support leadership meetings, business reviews, strategic planning sessions, and organizational initiatives.

Internal Communications

• Prepare and distribute company-wide and department-wide announcements, communications, and notifications.
• Draft, edit, and proofread correspondence on behalf of Engineering leadership.
• Maintain departmental distribution lists and organizational communication channels.
• Support employee communication initiatives and leadership messaging.
• Ensure communication materials are accurate, professional, consistent, and aligned with company standards.

Travel and Expense Administration

• Coordinate domestic and international travel arrangements, including airfare, lodging, transportation, and itineraries.
• Prepare and process expense reports in accordance with company policies and procedures.
• Collect, organize, and maintain receipts and supporting documentation for reimbursements.
• Assist with budget tracking and administrative reporting as requested.
• Support travel, meeting, and event logistics for Engineering leadership.

Department Administration

• Maintain departmental organizational charts, contact lists, and administrative records.
• Assist with onboarding coordination for new Engineering employees and leaders.
• Support preparation and distribution of departmental reports, metrics, and presentations.
• Organize and maintain electronic and physical filing systems.
• Coordinate document management and ensure records are maintained in accordance with company requirements.
• Provide support for department events, leadership meetings, training sessions, and employee engagement activities.

Project and Organizational Support

• Assist in tracking key initiatives, deliverables, milestones, and deadlines within the Engineering organization.
• Monitor follow-up actions resulting from leadership meetings and business reviews.
• Coordinate activities between Engineering leadership and other business functions.
• Identify opportunities to improve administrative processes and organizational efficiency.
• Provide additional administrative support as assigned.

Supervisory Responsibilities

This position has no direct supervisory responsibilities.

The Executive Assistant may coordinate activities among department leaders, project teams, administrative personnel, and external stakeholders to facilitate the efficient execution of business activities and priorities.

What You Bring to the Team

Education

• Associate’s degree required; bachelor’s degree in Business Administration, Communications, Management, or a related field preferred.

Experience

• Minimum of five (5) years of progressively responsible administrative experience supporting senior leaders or executives.
• Experience supporting Vice Presidents, Senior Vice Presidents, or executive-level leadership preferred.
• Experience within engineering, construction, energy, industrial, professional services, or project-based organizations preferred.

Knowledge, Skills, and Abilities

• Advanced proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, SharePoint, and other Microsoft 365 applications.
• Strong calendar management, scheduling, and organizational skills.
• Excellent written and verbal communication abilities.
• Exceptional attention to detail and accuracy.
• Ability to prioritize multiple assignments and meet deadlines in a fast-paced environment.
• Strong meeting management and note-taking capabilities.
• Proficiency in expense reporting systems such as Concur or equivalent platforms.
• Ability to maintain strict confidentiality and exercise sound judgment.
• Strong interpersonal and customer service skills.
• Ability to work independently with minimal supervision.
• Demonstrated problem-solving and organizational abilities.

Physical Requirements

• Work is primarily performed in an office environment.
• Prolonged periods of sitting and computer use.
• Occasional lifting of office supplies and materials up to 25 pounds.
• Limited travel may be required.

Working Conditions

The position operates in a professional office environment and requires regular interaction with executives, managers, employees, customers, and business partners. The ability to manage competing priorities, maintain discretion, and respond effectively to changing business needs is essential.

Aecon fosters belonging within and across our organization. We consider all applicants for positions without regard to race, color, religion, sex, national origin, age, mental or physical disabilities, veteran status, and all other characteristics protected by law.

We are committed to adhering to the objectives and requirements outlined in the Equal Employment Opportunity Commission (EEOC), and to meeting the accessibility needs of persons with disabilities in a timely manner, through the implementation of the requirements of the EEOC and its applicable regulations. Appropriate accommodation under the EEOC will be provided upon request throughout the interview and hiring process.

Aecon is committed to ensuring all job postings are compliant with all applicable laws. Any candidate who has a concern regarding the contents of this or any other job posting can email aecon@aecon.com.