Executive Assistant

Are you someone with strong leadership and administrative skills? Do you enjoy building relationships and working collaboratively in a team environment with both internal and external stakeholders? Are you a trusted partner and a problem-solver? As someone with excellent communication skills and business acumen, you will thrive in our fast-paced and agile environment.

Your opportunity

We are seeking a highly motivated and skilled candidate for the position of Executive Assistant to support our President and Executive Team. In this role, you will provide comprehensive administrative, organizational, project coordination and communication support to the President, Executive Team members, and fellow Executive Assistants within a fast-paced, professional environment. If you are driven by excellence, this position offers a rewarding career path within our firm.

This is an office-based position located in Dillon’s North York office.

Work Schedule:
This position requires the Executive Assistant to be in the office four times a week. Flexibility in scheduling may be necessary to accommodate the needs of the executive team.

What your day will look like

Executive Support

• Provide high-level and confidential administrative support to the President and other Executive Teams as needed
• Manage the President’s schedule, including scheduling meetings, preparing meeting materials, and day-to-day organizational support
• Prepare and edit executive-level communications, briefing notes, and presentations (e.g., PowerPoint)
• Manage requests, track action items and deliverables for the President from direct reports and support teams
• Act as a point of contact and representative of the President and Executive Team, both internally and with external consultants
• Coordinate with the Marketing and Communications team and other corporate groups
• Maintain organized and confidential files and databases, including electronic filing systems
• Prepare the President’s weekly timesheet and monthly expense reports, ana manage invoicing and approvals process
• Arrange business travel, including booking transportation and hotel accommodations
• Support internal meetings by preparing meeting materials and agendas, taking minutes, tracking attendance and action items, and managing logistical aspects such as virtual workspaces, resource tools, room booking, setup, and media support
• Coordinate reporting of operating budgets and progress reports on business plan objectives and key results, including organizing quarterly team meetings
• Collaborate with the President, Executive Team and fellow Executive Assistants in planning large corporate events, meetings and conferences. This includes creating meeting agendas, distributing notice to attendees, providing and distributing background information, coordinating conference speakers, organizing venue details with hotel vendors and addressing IT needs.
• Assist in coordinating special projects and company initiatives, including finalizing and distributing reports
• Provide general administrative and clerical support, including reviewing correspondence, managing mail, filing, and photocopying
• Occasional business travel for business may be required

 Learning & Development

• Demonstrate a commitment to self-development, ongoing learning, and professional development
• Contribute to Dillon’s corporate profile through active participation in professional associations and committees

• Demonstrated strong organizational skills, excellent attention to detail, and the ability to effectively manage and prioritize multiple tasks in a fast-paced environment
• Excellent written and verbal communication skills, including the ability to prepare and edit professional correspondence and materials
• Proven ability to build positive working relationships and interact professionally with individuals at all levels
• Demonstrated proficiency in using technology to enhance efficiency, including advanced skills in MS Office Suite

• Experience with administrative tasks such as calendar management, meeting coordination, and travel arrangements

If you enjoy building, growing, and nurturing new and existing relationships with thought leaders and other stakeholders, then this position may be right for you!

Why choose Dillon

Dillon is powered by people who are technically proficient, passionate about socially important projects, and motivated to deliver superior, tangible results. We strive to remain at the forefront of technology and innovation, and are empowered to continually grow and develop.

We live our core values:

• Reliability: words that result in actions build trust;
• Achievement: do the work to hit the target;
• Continuous development: always learning; always adapting; always growing;
• Creativity: discover new possibilities;
• Courage: do the things that matter, especially when it’s hard;
• Inclusiveness: enabling belonging to draw strength from our differences

Dillon is a certified Great Place to Work. This recognition underscores our commitment to fostering an outstanding employee experience and cultivating an exceptional workplace culture. At Dillon, we believe that our people are our greatest asset. This designation reflects our ongoing efforts to ensure that our workplace is not just a place of work, but a community where everyone can thrive.

In addition, we offer:

• Employee share purchase plan
• Dillon is 100% employee owned and share ownership is open to all full-time regular employees
• A competitive compensation package
• Comprehensive health benefits
• Generous retirement savings plan
• Student loan repayment assistance with matching employer contributions
• Flexible work hours 
• Dillon values its staff and the contributions that are made each day and understands that work arrangements can differ based on personal needs and business needs.  We are taking a trust-based approach to offer a variety of flexible work options to help balance the competing demands of work and personal life.
• Learning and Development opportunities
• As a knowledge-based business, the organic growth of our knowledge and skills occur through our work performance and roles. The creation and sharing of knowledge allows us to take local knowledge to scale, capture lessons learned through experience, and continuously improve service delivery. The development of self and others is an evident and measured core behaviour within our organization
• We use a composite approach to development including coaching to build the how, mentoring to share lessons, advising to round out perspectives, and co-creation of knowledge through internal learning opportunities
• Focus on Innovation
• The ability to anticipate, examine, and adopt new and innovative solutions is a crucial driver for the continual and progressive advancement of our business performance. In our culture, people are empowered to reflect and question current practices and seek forward looking solutions to today’s problems and tomorrow’s opportunities
• Employee and Family Assistance Program (EFAP)
• A variety of EFAP tools and online resources to support well-being are available to all employees
• Wellness Subsidy
• Our employees can take advantage of wellness subsidy that can be put towards expenses for a variety of health and/or wellness related activities such as gym membership, purchase of home fitness equipment, yoga classes  and dance classes

About Dillon

Dillon is a proudly Canadian, employee-owned, professional consulting firm specializing in planning, engineering, environmental science and management. We partner with clients to provide committed, collaborative, and inventive solutions to complex, multi-faceted projects. With over 20 offices and more than 1000 employees across Canada, Dillon offers a wide range of services related to building and improving facilities and infrastructure, protecting the environment, and developing communities.

Now operating for over 75 years, we continue to strive for excellence in everything we do. Dillon has been listed as one of Canada’s Best Managed Companies for the past 18 years and has the distinction of having achieved Platinum Club member status in this program.

Employment Equity, Diversity & Inclusion at Dillon:

Dillon is committed to the principles of employment equity, inclusiveness, and diversity within our organization. We strive to achieve a workplace where opportunities are based on skills and abilities and that respects and values differences. 

Inclusion is more than a word to us, it is the way we choose to run our business. Please connect with us if you require accommodation in the interview process. We would love to hear