Mott MacDonald is seeking an experienced Administrative Assistant for an 18-month maternity leave coverage based in Vancouver, British Columbia. This temporary role provides dedicated executive support to the Canada Unit General Manager within a collaborative hybrid work environment requiring a minimum of three days per week in the office. The expected salary ranges from $67,000 to $82,000 annually, supplemented by performance-based bonuses and comprehensive benefits.
Requirements
At least 5 years of demonstrated experience providing senior-level administrative or executive support in a complex, professional environment.
Post-secondary education in business administration, office administration or a related field, or an equivalent combination of education and relevant experience.
Advanced calendar management and scheduling skills across time zones.
Strong Microsoft 365 skills (Outlook, Teams, Word, PowerPoint, Excel, SharePoint) and Adobe Acrobat.
Excellent written and verbal communication skills with high discretion and sound judgment.
Experience coordinating business travel, expenses, leadership reporting, presentations, or events is preferred.
Experience with electronic document management systems and controlled environments is preferred.
Skills & Responsibilities
Calendar and Schedule Management: Coordinate complex schedules, travel itineraries, and meetings across multiple time zones for senior leadership.
Information Handling: Manage confidential, commercially sensitive, and employee-related information securely using Microsoft 365 and document management systems.
Communication and Correspondence: Prepare routine correspondence, reports, presentations, and leadership papers while tracking action items and deadlines.
Administrative Coordination: Submit business expenses, handle timesheets, and work collaboratively with administrative colleagues across Canada to support Unit operations.
Potential transition routes: People from executive assistant, office manager, or senior receptionist roles may bring strong organizational and communication skills, alongside meeting the required senior-level administrative experience.
Job description
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
Undertake other duties appropriate to the role, as directed by the manager, and aligned with business priorities
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.
