Executive Assistant/Project Manager

Overview

Do you consider yourself a proactive, tech-savvy professional with strong organizational skills and a drive to turn ideas into action? Do you thrive on making connections and teaming up with high-impact players—both inside and outside the organization, in a fast-moving, collaborative setting? If you're a trusted problem-solver with stellar communication skills and a sharp business mind, you’ll excel in our agile environment.

Your opportunity

We're looking for a highly motivated and skilled Executive Assistant/Project Manager to be a pivotal support for our CEO. In this role, you’ll be the go-to for comprehensive administrative, organizational, project coordination, and communication support, operating at the heart of a fast-moving, professional environment. If you're driven by excellence and seeking a role with significant growth potential, this is your chance to shine.

At Dillon, we operate as one team, and the successful candidate will be based in our Saint John office. We offer flexible work hours and hybrid work arrangement  (3 days in the office minimum) options to help balance the competing demands of work and personal life.

Responsibilities

What You'll Do: Make a Real Impact

Project management and execution of Strategic Initiatives

• Work on special projects and company initiatives by establishing goals and objectives, outlining the project scope, managing timelines, monitoring project progress, tracking budgets, and providing regular updates to the CEO.
• Finalize and distribute business summaries and project reports.

Executive Partnership

• Serve as a high-level, confidential administrative ally to the CEO.
• Mastermind the CEO’s dynamic schedule, expertly coordinating meetings, preparing essential materials, and providing proactive daily organizational support.
• Craft and polish executive-level communications, impactful briefing notes, and compelling presentations
• Support strategic financial oversight by coordinating the reporting of operating budgets and progress on business plan objectives and key results, including organizing quarterly team meetings.
• Drive execution by managing requests, vigilantly tracking action items, and ensuring key deliverables for the CEO are met by direct reports and support teams.
• Act as a key liaison and representative for the CEO with both internal colleagues and external stakeholders.
• Champion organized and confidential information flow through meticulous file and database management, including intuitive electronic filing systems.
• Arrange all aspects of business travel, ensuring smooth journeys from transportation to accommodation.
• Orchestrate productive internal meetings by preparing insightful agendas, capturing minutes and action items, tracking attendance, and managing all logistics, including virtual workspaces, resource tools, room bookings, setup, and media support.
• Team up with fellow Executive Assistants to plan and execute large-scale corporate events, meetings, and conferences.
• Spearhead the coordination of special projects and company initiatives, including finalizing and distributing reports.
• Occasional business travel may be part of your adventure.

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.

Qualifications

• Possesses strong business acumen with the ability to analyze and interpret financial and business reports, ensuring the President receives thoroughly vetted and accurate information.
• You are a wizard of organization with an exceptional eye for detail, and you thrive on managing and prioritizing multiple tasks in a high-energy, fast-paced setting.
• Your written and verbal communication skills are outstanding; you can prepare and polish professional correspondence and materials with flair.
• You are a natural at building positive working relationships and interacting professionally with individuals at every level.
• You are tech-forward and adaptable, passionate about leveraging a variety of tools to enhance efficiency, including advanced proficiency in the MS Office Suite and familiarity with emerging technologies like AI.

Experience

• Three (3) to five (5) years of experience in project and administration management.
• Creative, out-of-the-box thinking, a passion for automation, and a true enthusiasm for technology.
• Prior experience in the fast-paced financial, start-up, or technology sectors is highly valued.

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 result in actions that 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.

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.

Health & Safety at Dillon

Prospective employees are expected to fully align with Dillon's core commitment to Health & Safety. This includes active, ongoing engagement with our Health & Safety processes and platform, and the active, ongoing identification and reporting of health and safety hazards.

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. We encourage you to contact us if you require accommodation during the interview process. We would love to hear from you!