Executive Assistant & Project Administrator

Ausenco is a global company redefining what's possible. Our team is based across 22 offices in 9 countries, with projects in over 80 locations worldwide. Combining our deep technical expertise with a 30-year track record, we deliver innovative, value-add consulting studies, project delivery, asset operations and maintenance solutions to the mining & metals, oil & gas, and industrial sectors.


We're seeking a proactive and highly organized Executive Assistant/ Project Administrator to support the Vice President, Minerals & Metals, Southwest USA. In this role, you'll be an essential partner, providing exceptional administrative and project support while fostering connections across teams.


To excel, you'll bring agility, teamwork, and outstanding communication and organizational skills. You thrive in a fast-paced, dynamic, and innovative environment, helping to keep our leaders and projects running smoothly. This position is based in our Tucson office.


About the role

• Coordinating internal and external meetings and ownership of meeting management including logistics, taking meeting minutes, capturing action items, and preparing reports.
• Cross collaborating with various departments and business lines across the organization and supporting various operational or strategic process improvements or initiatives.
• Providing administrative support for business and strategic planning which may be complex in nature and, at times, confidential (financial reports, presentation, etc.).
• Coordinating all domestic and international travel arrangements for the Presidents including organizing business visas where required.
• Preparing, submitting and tracking expense reports for the Presidents and others as requested.
• Submitting invoices for payment and following up on approval and/or payment. Setting up of new vendors as required.
• Building and maintaining strong internal and external relationships including responding to any inquiries in a clear and efficient manner.
• Organizing client events, from planning to smooth execution.
• Arranging and setting up refreshments for meetings; greet and seat clients.
• Maintaining a tidy, professional office and boardroom environment, including managing office and kitchen supplies as needed.
• Coordinating with global EAs and keeping staff informed of office activities.
• Maintains and updates project documentation and system/documentation libraries
• Receives, screens, logs and routes correspondence, attaching necessary background information and maintaining follow-up system for action and deadlines
• Tracks project change requests as they relate to the major deliverables
• Maintains and updates relevant project information in manual and/or electronic files including document tracking, archiving and filing
• Manages project plans and activity schedules, project status reports, project correspondence, and recovery plan documentation
• Assists in the organization and preparation of presentation materials
• Provides administrative support for project teams Preparing and distributing minutes of meetings and/ or Action Items Lists
• Assists with special projects and reports as needed
• Provides logistical support for meetings, and project functions
• Ensures supplies and repairs for printers, copiers and office materials are available
• Provides support in the arrangement of accommodation and travel

About You

• 5+ years of administrative experience in a professional work environment supporting senior leaders and/or c-suite.
• Adaptable and proactive when faced with change and ambiguity and the ability to manage competing priorities under minimal direction or supervision.
• Strong attention to detail, accuracy, timeliness and ability to work in a fast-paced environment.
• Demonstrated ability to maintain discretion and strict confidentiality.
• Professional demeanour and ability to interact with clients, staff and management and embrace a collaborative and inclusive culture.
• Advanced skills in MS Word, Excel, PowerPoint, Outlook, Teams and other software specific to the role. Experience using Oracle is an asset.
• Experience working in a professional services or consulting firm is a strong asset.
• Spanish speaking is an additional bonus

Why Ausenco?


We support individual growth and aim to allow you to work in a way that plays to your strengths. Beyond a competitive remuneration package we offer:

• Career advancement - Embark on a journey of continuous growth through technical training, mentorship initiatives, and networking opportunities
• Work Life Balance - Experience the best of both worlds with our hybrid work model, allowing you to balance office days with working from home; and progressive parental leave benefits to foster family needs and professional life
• Holistic approach to wellness - Take a proactive approach to your overall wellbeing. Access to confidential counselling, information services and a benefits program that supports your health & wellness
• Accessible leadership team - Work with highly reputable industry leaders who value your contribution.

Our people don't settle for the status quo. If you have an entrepreneurial spirit and want to help set a new standard in sustainability, we'll help you find your place. This means working with you to develop a unique career path and skillset to match your ambition.


We're proud of the work we do, and we do it within a culture that is open, honest, and cooperative. We have a history of attracting visionary people who embrace challenges and deliver creative solutions for every project, and your voice is an important part of the conversation.


As a global company we embrace and encourage diversity in its fullest sense - gender identity, gender expression, sexual orientation, age, experience, nationality, colour, language, religion, location, disability, education, skills, working styles and time availability. Our work environments are based on mutual trust and respect for the rights and opportunities of every individual.


Join us and work a better way.