Administrative Assistant, Office of the Chief of Staff

Reporting to the Chief of Staff, you will play a key role in ensuring the smooth operation of the President’s Office, internal committees, and executive-level governance bodies. You will serve as the primary coordination point for scheduling, logistics, and executive document production, working closely with the President’s Office Analyst. What you will do

Executive Support and Calendar Management
• Managing meeting invitations for all governance bodies, including the Board of Directors and its committees, the Executive Committee (ExCo), internal committees, and executive-level forums. This includes annual calendar planning, sending invitations, tracking confirmations, and updating schedules.
• Acting as the operational point of contact, routing requests and ensuring appropriate follow-up.
• Coordinating meeting logistics, including room bookings, technology requirements, lunches, and catering services.
• Ensuring all logistical aspects of executive meetings run smoothly, including meal arrangements and related services.
• Managing the Chief of Staff’s calendar, including scheduling, prioritization, meeting request triage, and weekly planning.
• Maintaining records and archives for executive committees to preserve corporate memory.
• Drafting a variety of documents, including agendas, emails, meeting minutes, and other correspondence.
• Managing expense reports, invoices, and other administrative needs of the President’s Office.

Gating Administration
• Receive requests, gather required information, and coordinate necessary meeting slots.
• Send invitations, confirm presenters, and collect required documentation.
• Promptly flag missing information or discrepancies to the Analyst or Chief of Staff.

Presentations and Documents
• Design and format executive-level PowerPoint presentations in accordance with corporate templates and standards.
• Translate complex information into clear visual formats, including organizational charts, process flows, and summary tables.
• Ensure the final quality of all documents, including consistency, formatting, and language accuracy.
• Translate various departmental communications.

Organization and Administration
• Manage and organize emails while maintaining effective filing systems.
• Monitor, prioritize, and follow up on tasks while ensuring process quality and efficiency.
• Deliver high-quality customer service, both verbally and in writing.

This role could be for you if you have

• Minimum of 5 years of relevant experience providing high-level administrative support, ideally within a corporate governance environment.
• DEP, AEC, college diploma, or equivalent education in a relevant field.
• Advanced knowledge of the Microsoft Office Suite (Word, Excel, PowerPoint, SharePoint, Outlook, Teams).
• Advanced PowerPoint skills, including executive-level slide design, template management, document formatting, and information visualization (key requirement).
• Knowledge of Diligent Boards is considered an asset.
• Excellent written and spoken French and English, due to regular interactions with stakeholders across Canada and the preparation of executive-level documentation in both languages. • RRSP with up to 5% employer matching

• Hybrid work model for corporate roles
• Employee stock ownership program
• Career growth through real development opportunities
• Transit pass reimbursement — get to work for free
• Minimum 4 weeks of vacation from day one

For the past six years, we've proudly held the distinction of being one of Canada's Top 100 Employers. Pomerleau is a national leader in construction, delivering major projects across Canada. We believe in creating a workplace where people feel respected, supported, and empowered to grow. Our culture is built on collaboration, trust, and a shared commitment to doing great work. If this speaks to you, apply for this role or connect with one of our recruiters to learn how we can support you throughout the process.