Site administrative assistant

Introduction

Brunel is seeking a Site Administrative Assistant to support a major energy construction project in Kitimat, British Columbia.

Reporting to the Construction Director, you will provide dedicated support to senior site leadership and serve as a trusted administrative partner to the broader Site Management Team. You will be responsible for managing critical administrative processes, coordinating leadership activities, facilitating communication across stakeholders, and ensuring the smooth execution of day-to-day site operations. This role requires a highly organized professional who can anticipate needs, manage competing priorities, and operate with a high degree of independence in a dynamic construction environment. Your ability to support leadership, build strong working relationships across the project, and handle confidential business matters with professionalism and discretion will be essential to the success of the team.

Responsibilities

• Provide administrative support to Construction Managers and related departments using appropriate methods, systems, and technology while exercising independent judgment, often in the absence of management.
• Anticipate and prepare for management needs.
• Routinely interact with internal and external stakeholders, including senior-level personnel, to transmit and acquire information, often of a sensitive or confidential nature.
• Manage leadership calendars, schedules, appointments, and accessibility, while coordinating information flow and responding to inquiries as required.
• Handle confidential information with discretion and professionalism.
• Coordinate travel arrangements for multiple personnel, including transportation and related logistics.
• Coordinate and arrange meetings, including large internal functions and external events, involving planning, scheduling, and liaison with multiple groups and individuals.
• Support office reception activities, including responding to general enquiries and directing visitors appropriately.
• Assist with external events, open houses, and group visits.
• Coordinate, order, and receive catering services, including lunch orders and meeting requirements.
• Support travel requests and expense claim processes.
• Utilize advanced Microsoft Word functionality to produce correspondence, letters, reports, and other business documents, including special formatting, graphs, and charts.
• Utilize advanced PowerPoint functionality to develop presentations, graphics, and related materials.
• Create, maintain, and enter data into databases, spreadsheets, and business systems, including Excel and SharePoint, using advanced functions.
• Relieve management of administrative detail to support efficient day-to-day operations.
• Support office space management activities, including floor plans, office equipment, supplies management, and maintenance coordination.
• Represent the team on business and staff functional teams as required.
• Coordinate daily administrative activities, including mail distribution, catering pickup, and other site support requirements.
• Work collaboratively with executive and administrative support personnel to ensure effective support across the project.
• Contribute to HSSE performance by understanding and adhering to project safety expectations and intervening when necessary.

Requirements

• 5-10 years of experience in administrative or coordination roles supporting senior leaders and teams within a corporate environment.
• Proven ability to manage complex schedules, competing priorities, and changing deadlines.
• Strong written and verbal communication skills.
• Strong interpersonal skills with the ability to work effectively across multiple stakeholder groups.
• Demonstrated ability to exercise sound judgment and handle confidential information with discretion.
• Advanced proficiency with Microsoft Office applications, including Word, Excel, PowerPoint, Outlook, and SharePoint.
• Advanced calendar management and travel coordination experience.
• Experience working in a fast-paced environment.
• Proactive, highly organized, and able to work independently with minimal supervision.