E.S. Fox Limited
  • Niagara Falls, ON, CAN
  • Full Time


ABOUT US:

Established in 1934 as a small plumbing and heating company, E.S. Fox Limited today is recognized as a pre-eminent Canadian multi-trade Industrial, Commercial, Institutional and Nuclear constructor and fabricator. E.S. Fox Limited works in the industries of oil and gas, petrochemical, mining, pulp and paper, steel, automotive, pharmaceutical, casinos, hotels, hospitals, schools, and themed entertainment.

The company is headquartered in Niagara Falls, Ontario, and maintains full-service regional offices in Hamilton, Toronto, Port Robinson, Oshawa, Tiverton, Kingston, Sudbury, and Thunder Bay.

With a strong commitment to health, safety, and the protection of the environment, E.S. Fox Limited has earned a reputation as a people-first, environmentally conscious, socially responsible constructor.

The Niagara Falls, ON head office is looking for a hardworking, innovative and professional Executive Assistant to join our team.


SUMMARY OF ROLE

Responsible for providing operational and administrative support to the President, Sr. VP & COO, VP Construction, VP Construction & Fabrication (Senior Executive team). The incumbent will establish, when required, monitor and ensure that all administrative and operational processes are followed while maintaining strict confidentiality.


KEY CUSTOMERS SERVED

  • President
  • VP & COO
  • VP Construction
  • VP Construction & Fabrication

KEY RESPONSIBILITIES AND/OR SERVICES PROVIDED

  • Provide administrative support for the Senior Executive team
  • Provide support to the Legal Department on the processing of contracts and agreements
  • Lead calendar management, planning and scheduling: act as a gatekeeper to prioritize meetings and manage scheduling conflicts
  • Extensive scheduling of appointments and following up on requests
  • Organize meeting materials and key documents based on specifications from the Senior Executive team
  • Maintain detailed meeting minutes/notes and appropriate follow up to stakeholders as required
  • Coordinates and provides guidance in the development of briefs, documents, and other material
  • Screens all signing documents to ensure accuracy including correspondence, reports, expenses, contracts, etc.
  • Prepares standard correspondence, reports and presentations ensuring completed material is produced in a timely manner
  • Review incoming communications, including emails, calls and post; where appropriate, summarize, prepare responses and/or redirect to the appropriate person/department
  • Deals with and maintains confidential and sensitive information
  • Liaise with all levels and departments of the company in a positive and professional manner at all times
  • Prepare and host various meetings/events, print materials, book & prepare room, order catering, set up/clean up etc.
  • Coordinate all Senior Executive team travel arrangements, including hotel reservations, flight booking, car rentals, and restaurant reservations
  • Other administrative duties as required including filing, photocopying, and handling service issues
  • Provide backup to other administrators and help other executives/managers on the team as required

PERFORMANCE CRITERIA

  • Throughput, quality and error-free work
  • Exceptional attention to detail
  • Proven problem-solving skills and agility to anticipate and tackle any task assigned
  • Demonstrated ability to understand and prioritize workflow priorities while taking initiative to begin, track and complete tasks and/or projects

PERSON SPECIFICATIONS

Knowledge and Education Requirements

  • Post-Secondary education in a business related field would be considered an asset
  • Proficiency with technology, Outlook, Word, Excel, PowerPoint
  • Other professional related training and development to keep skills current, including office productivity software, and related products

Specific Experience or Skills

  • 5+ years of experience as an Executive Assistant
  • A solid understanding of construction contracts and confidentiality agreements is preferred
  • Working knowledge of construction industry terminology is an asset
  • Strong organizational skills
  • Ability to handle confidential information in a tactful and professional manner
  • High attention to detail and the ability to multi-task and prioritize
  • Strong written and oral communication skills and demonstrated ability to collaborate and communicate effectively with team members and other stakeholders

Personal Attributes

  • Reliable & Well-organized
  • Exceptional Interpersonal Skills and Presence
  • Result Oriented
  • Personable & Pleasant
  • Ability to work well independently and with minimal supervision and proactive
  • Maintain a courteous and professional manner at all times
  • Ability to exercise sound judgment
  • Commitment to a team environment
  • Tactful and able to manage various personality types

E.S. Fox Limited is an equal opportunity employer committed to providing an inclusive workplace. We will accommodate applicants with disabilities throughout the recruitment and selection process. Please advise Human Resources to ensure your accessibility needs are accommodated throughout this process.

E.S. Fox Limited
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