Office Administrator

JobsCloseBy Editorial Insights

Aecon's Office Administrator role in Vancouver is an in-office position supporting executives, coordinating schedules and travel, organizing meetings and events, and assisting with project mobilization before a planned relocation to Tsawwassen after about 18 months. It requires at least three years of admin experience supporting senior leaders, advanced Microsoft Outlook skills, and solid Word Excel PowerPoint and Adobe capabilities, plus an ability to handle confidential information in a fast paced environment. Aecon champions Safety Always, Integrity, Accountability and Inclusion, with development opportunities through Aecon University. To apply, tailor your resume to highlight executive support, travel and event planning, prioritization, and a concise cover letter linking your strengths to Aecon's culture.

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, partnerships with Veteran groups, our Aecon Women in Trades and diversity programs, as well as our Employee Resource Groups (ERGs), 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.

Position Overview

The Office Administrator performs a variety of confidential executive and general office administration duties.  This position requires the ability to work independently, exercising judgment and initiative while projecting a tactful, diplomatic and professional approach at all times. To be successful in this position, the candidate must be results-oriented and have the demonstrated ability to effectively prioritize workflow. This position will begin in our downtown Vancouver office and is fully in-office, Monday to Friday. After approximately 18 months, the position will relocate to our Tsawwassen, BC office.

Key Responsibilities

• Administrative support to assigned executives and project leads. 
• Co-ordinating schedules, appointments, reservations, and travel arrangements.
• Organizing hotel accommodations and transportation for out of town visitors.
• Organizing meetings involving multiple senior executives.
• Preparation of materials and/or minutes for business meetings, a required.
• Communication of sensitive information to senior management/external sources.
• Warmly greet staff and visitors to the office at reception.  As the first point of contact for many guests, it is important to act as a brand ambassador for Aecon and the project.
• Office administration such as ordering supplies, processing invoices, and supplier relations.
• Ensuring office equipment and common areas including the kitchen and boardrooms are tidy and in good working condition.
• Plan, organize and follow-up on details relative to corporate events including invitations, selection of menus, seating arrangements, shuttles, etc.
• Administration of meeting materials including printing, binding, and delivery using in-house resources or out-sourcing.
• Participate as required in the organization and set-up of department-related promotional events.
• Support the project mobilization process for teams based in the Vancouver office and Tsawwassen, BC.
• Other related general administrative duties as required.

Required Knowledge and Experience

• Minimum 3 years of administrative experience plus experience with supporting senior executives.
• Advanced skills in Microsoft Outlook.
• Intermediate skills in Microsoft Word, Excel, PowerPoint, and Adobe.
• Demonstrated ability to effectively work in a dynamic environment.
• Detail-oriented.
• Proven ability to effectively prioritize workflow.
• Excellent interpersonal, written, and oral communication skills.
• Ability to exercise good judgment, show initiative, and be proactive.
• Ability to confidentially handle sensitive information.

The expected pay range for this position is $60,000 to $70,000.

Aecon fosters belonging within and across our organization. We are committed to providing equal employment opportunities and considering all applicants without regard to race, color, religion, sex, national origin, age, disability, or any other characteristic protected by applicable local laws.