Administrative Assistant

Role Overview The Administrative Assistant provides comprehensive administrative support to the Construction Director, Deputy Project Director, and broader site management team. This role supports a large-scale construction project involving trains, tank, berth, and integration with existing facilities. Key Responsibilities Executive & Team Support Anticipate and prepare for leadership needs, exercising independent judgment in their absence. Manage complex calendars, appointments, accessibility, and time prioritization. Handle confidential and sensitive information with discretion. Prepare travel arrangements for multiple personnel, including local transportation. Support travel requests and expense claims. Communication & Coordination Interact routinely with senior internal and external stakeholders to exchange sensitive information. Coordinate meetings, events, and large internal/external functions. Assist with external events such as open houses and group visits. Serve at main office reception, receive visitors, and direct inquiries appropriately. Coordinate catering, lunch orders, and hospitality needs. Documentation & Systems Produce high-quality correspondence, documents, and presentations using advanced Microsoft Word and PowerPoint functions (formatting, templates, charts, graphics). Create and manage data in Excel, SharePoint, and other databases using advanced functions. Maintain office space planning, supplies, photocopier maintenance, and general office management. Operational Support Conduct daily mail runs, catering pickups, and other logistical tasks. Collaborate closely with the Executive Administrative Assistant. Represent organizational culture and values, contributing to HSSE performance. Take initiative to understand project roles, workflows, and team dynamics. May represent the work unit on business or staff functional teams. Leadership & Behavioral Expectations Strong verbal and written communication skills that energize and align teams. Ability to influence without authority and ensure compliance with processes. Comfortable with change and ambiguity; able to make timely decisions. Courage to challenge practices and promote improvement. Commitment to diversity, inclusion, and cross-functional collaboration. Positive attitude with a focus on continuous improvement and problem-solving. Qualifications & Experience 5–10 years of administrative or coordination experience supporting senior leaders. Strong understanding of corporate structures, operations, and procedures. Proven ability to exercise sound judgment. Exceptional organizational skills and ability to manage demanding schedules. Strong interpersonal skills with the ability to influence across levels. Advanced proficiency in Microsoft Office Suite and email/calendar management. Experience in joint ventures, global organizations, or fast-paced environments (assets). Experience in construction or operational settings (asset). Valid BC driver’s license (asset). Must be legally entitled to work in Canada. With over 90 years' combined experience, NES Fircroft (NES) is proud to be the world's leading engineering staffing provider spanning the Oil & Gas, Power & Renewables, Chemicals, Construction & Infrastructure, Life Sciences, Mining and Manufacturing sectors worldwide. With more than 80 offices in 45 countries, we are able to provide our clients with the engineering and technical expertise they need, wherever and whenever it is needed. We offer contractors far more than a traditional recruitment service, supporting with everything from securing visas and work permits, to providing market-leading benefits packages and accommodation, ensuring they are safely and compliantly able to support our clients.