Executive assitant

Overview

Executive assistant supporting VP of Proposals, handling agenda, communications, and operations.

Key Responsibilities

• digital archives
• docusign
• data dashboards
• process automation
• meeting prep
• proposal support

Tasks

-Maintain digital archives (SharePoint/Teams), templates, and corporate calendars. -Coordinate DocuSign signatures, agreements, and renewals (timelines). -Draft/review emails, internal memos, and official letters. -Draft meeting minutes and ensure follow-up on actions. -Contribute to cross-functional projects (growth, office integrations, initiatives, etc.). -Manage the VP’s agenda (prioritization, preparation of travel files, etc.). -Prepare meetings: agenda, documentation, executive briefs (1-pager), presentations. -Act as a point of contact between the President, VPs, and business units (mechanical, electrical, structural, etc.). -Ensure confidentiality and manage access to sensitive files/documents. -Suggest process improvements (templates, automation, checklists). -Manage travel, events, visitors, expenses, and approvals. -Consolidate key data (KPIs, projects, sales) and produce concise dashboards. -Support proposal preparation (layout, compliance, signatures). -Coordinate executive and board committees (logistics, briefing kits, minutes).

Requirements

• microsoft 365
• adobe acrobat
• docusign
• bim
• executive assistant
• bilingual

What You Bring

-Outstanding organization and prioritization: anticipates, plans, and manages multiple files simultaneously. -Bilingual (oral/written) -Rigorous execution: follow-ups and respect of deadlines. -Absolute discretion and ethics; strong service orientation and collaboration with executives and partners. -Proficient in Microsoft 365 (Outlook, Teams, SharePoint, PowerPoint, Excel), Adobe Acrobat, and DocuSign. -Cutting-edge technology, including BIM and modern collaborative tools. -5–8 years as an executive assistant, ideally in professional services (engineering, architecture, construction, legal, consulting).

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Benefits

-A hybrid work policy that promotes balance between professional and personal life. -Overtime hours that are recognized and compensated, either through time off in lieu or paid compensation. -A tailored mentorship program designed according to each employee’s experience level and career path. -A 37.5-hour workweek with flexible scheduling and the possibility of finishing at noon on Fridays. -The “Finding Balance” program, which promotes overall well-being, mental health, and sustainable productivity. -A competitive total compensation package, including a market-driven salary, a comprehensive group insurance plan, and an RRSP program with employer contributions. -A structured training and professional development program supported by UniversiT, our internal entity dedicated to the technical and personal growth of every employee.

About Bpa

-Born in Montreal in 1956, BPA quietly built expertise in mechanical and electrical engineering before expanding nationwide. -Fueled by strategic acquisitions—from Edmonton’s Clark Engineering to Toronto’s Honeycomb, HCC, Ecovert, and EcovertCx—BPA now spans Canada coast to coast. -The firm supports architects, property managers, and contractors with integrated engineering solutions that balance performance, cost and timelines. -Working across institutional, commercial, multi‑residential and industrial buildings, BPA brings full‑spectrum services from structural to commissioning. -Typical projects include mid‑ to high‑rise developments, healthcare buildings, custom homes, food service facilities, and retrofit or fit‑outs. -By weaving disciplines like acoustics, refrigeration, security and telecommunications under one roof, BPA offers turnkey building‑engineering solutions.

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