Administrative Assistant (18 months maternity leave coverage)

At Mott MacDonald, we are driven by purpose and powered by brilliant people. As a trusted engineering, management, and development consultancy, we work with clients to solve complex challenges and deliver sustainable outcomes that make a meaningful difference for the communities we serve.

When you join us as an experienced professional, you will bring your expertise to work that matters while continuing to grow your career. You will collaborate with talented colleagues across disciplines and geographies, contribute your perspective, and help shape better outcomes through technical excellence, innovation, and integrity.

Build on your experience while helping shape what comes next. At Mott MacDonald, you'll work alongside talented people on complex and rewarding projects that make a real difference. We value fresh perspectives, encourage collaboration, and provide opportunities to expand your skills, take on new challenges, and grow your career. Whether you're deepening your technical expertise, broadening your leadership experience, or exploring new opportunities across our business, you'll be supported by a team that is committed to helping you succeed.

Mott MacDonald is seeking an experienced temporary Administrative Assistant for maternity leave coverage to provide dedicated day-to-day administrative support to the Canada Unit General Manager and contribute to the effective operation of the Canada Unit. The position will be based in the Vancouver office and will report to the Senior Specialist Administration as part of the Canadian administration team. The successful candidate will work closely with senior leaders and administrative colleagues across Canada. The role requires sound judgment, discretion, initiative, strong organizational skills, and the ability to manage competing priorities while maintaining continuity of support.

Key Duties and Responsibilities

• Manage the Canada Unit General Manager’s complex calendar, including appointments, invitations, meeting priorities, preparation time, travel commitments, and scheduling across multiple time zones
• Coordinate internal and external meetings, including invitations, logistics, agendas, meeting materials, follow-ups, and action tracking
• Provide administrative support for routine email correspondence, communications, and outstanding actions, and escalate sensitive or decision-based matters appropriately
• Arrange business travel, prepare itineraries and supporting documentation, and coordinate schedule changes
• Prepare and submit business expenses and assist with timesheet or related administrative requirements as assigned
• Prepare and coordinate correspondence, reports, submissions, leadership papers, presentations, and briefing materials
• Coordinate contributions from internal stakeholders, monitor deadlines, follow up on outstanding items, and prepare final materials for review and distribution
• Support Canada Unit leadership meetings, Town Halls, Board- and shareholder-related activities, business-planning sessions, and other Unit initiatives as assigned
• Maintain an annual schedule of recurring leadership meetings, reporting cycles, events, and key administrative deadlines
• Research, compile, and organize information for reports and presentations while maintaining accuracy, version control, and confidentiality
• Work collaboratively with Laurie Guthrie and administrative colleagues, including Nermean Metwalli in Toronto and Shumaila Faisal in Calgary, on agreed Unit and office support activities
• Maintain organized records, templates, contact information, and process documentation to support continuity and consistent administration
• Provide agreed coverage and support across the Canadian administration team without displacing the primary responsibility of supporting the Canada Unit General Manager

Information Handling and Systems

• Handle confidential, commercially sensitive, and employee-related information with discretion and in accordance with Mott MacDonald requirements
• Use Microsoft 365, Outlook, Teams, SharePoint, Word, PowerPoint, Excel, Adobe Acrobat/PDF tools and relevant corporate systems effectively
• Access to restricted sites, folders, and information will be provided according to assigned responsibilities, business needs, and the applicable approval process
• Follow document management, information security, and access control requirements

Candidate Specification

• Post-secondary education in business administration, office administration or a related field, or an equivalent combination of education and relevant experience
• At least 5 years of demonstrated experience providing senior-level administrative or executive support in a complex, professional environment
• Advanced calendar management and scheduling skills, including coordinating across time zones and managing competing priorities, can be used
• Excellent written and verbal communication skills and a professional, service-oriented approach
• High level of discretion, sound judgment, and demonstrated ability to handle confidential information appropriately
• Strong organizational skills, accuracy, and follow-through, with the ability to work independently and collaboratively
• Strong Microsoft 365 skills, particularly Outlook, Teams, Word, PowerPoint, Excel, and SharePoint
• Experience coordinating business travel, expenses, leadership reporting, presentations, or events is preferred
• Experience with electronic document management systems and controlled or restricted information environments is preferred

Bring your expertise, curiosity, and drive to make a difference. If you are ready to join a collaborative consultancy where your perspective is valued, your growth is supported, and you are empowered to lead with integrity, we would love to hear from you.

Benefits & Rewards

The expected salary range for this position is from $67,000 - $82,000

Multiple factors such as qualifications, overall experience, and position responsibilities will be used to determine the successful candidate's actual salary within the expected range.

In addition to base salary, Mott MacDonald offers performance-based bonuses and a comprehensive benefits package, giving employees a direct connection to our success.

The comprehensive benefits and rewards package is designed to support your health, wellbeing, and professional growth. Eligible employees have access to health and dental coverage, wellness resources, retirement savings, insurance and disability protection, paid time off, family leave support, and professional development opportunities. Benefits are subject to eligibility, plan terms, and change.

This posting is for an existing vacancy.

Collaboration at Our Core

At Mott MacDonald, we believe great ideas happen when we're together. Our hybrid approach centers on an in-office culture, with most of your time spent collaborating face-to-face and a minimum of three days per week in the office. We balance flexibility with connection, so you and your manager can choose how to meet clients, team, and personal commitments.

We seek to promote fair employment procedures and practices to ensure equal opportunities for all. We encourage individual expression in our workplace and are committed to creating an inclusive environment where everyone feels they have the opportunity to contribute.