Executive Assistant

Role

Executive Assistant – Vancouver, BC – $65,000 – $80,000

Smith + Andersen is a trusted Canadian engineering firm recognized for its multi-disciplinary expertise. With more than seven hundred employees across eleven offices in five provinces, the firm delivers comprehensive solutions nationwide. At Smith + Andersen our employees contribute to some of the most sustainable building design projects in Canada. The work we do has meaningful impact on the community by contributing to landmark projects such as hospitals, transit stations, parks, federal and provincial government buildings and post secondary institutions.

We are seeking a highly organized and proactive Executive Assistant to support a Principal at our Burnaby office. This is a dynamic, client-facing role that sits at the intersection of project coordination, business development, and office operations in a professional consulting engineering environment. The ideal candidate thrives in a fast-paced, deadline-driven setting and takes pride in enabling leaders to focus client outcomes.

• Flexible hours and half day Fridays (all year round)
• Comprehensive Group Health Benefits Program, including a Health Spending Account
• Group Retirement Savings Plan (Employer and Employee Contributions)
• Employee Share Ownership Program (ESOP)
• Purchase Time off Program
• Transit Subsidy Program
• Wide variety of community and social events
• Great Place to Work-Certified
• Best Workplaces for Inclusion
• Best Workplaces for Professional Services
• Best Workplaces for Mental Wellness

• Provide comprehensive administrative support to one or more Principals, including calendar management, meeting coordination, correspondence, and travel arrangements.
• Prepare, edit, and format professional documents, reports, presentations, and correspondence to a high standard.
• Screen and manage incoming communications; exercise sound judgment in prioritizing and routing inquiries.
• Coordinate internal and external meetings, including drafting agendas, capturing meeting minutes, and following up on action items.
• Maintain organized electronic filing systems and ensure document version control.

• Monitor and review Requests for Proposals (RFPs) and Requests for Qualifications (RFQs); summarize requirements and coordinate response timelines.
• Lead or support the assembly of proposal packages and qualification submissions, coordinating inputs from technical staff, subconsultants, and the marketing team.
• Track proposal status and maintain a library of up-to-date project descriptions, staff CVs, and standard proposal content.
• Prepare and process Requests for Additional Fees (RAFs), including drafting, internal review coordination, and client communication.
• Maintain client and contact databases, ensuring entries are current and complete.

• Manage the project initiation process, including opening projects, maintaining project files, and coordinating setup in project management systems (e.g., Deltek Vantagepoint).
• Support project teams with administrative tasks including document control, correspondence management, and scheduling.
• Assist with tracking project milestones, deliverable deadlines, and key project correspondence.

• Support onboarding of new staff, including coordinating orientation, preparing materials, setting up workstations, and facilitating introductions to office procedures and systems.
• Assist with coordination of staff departures and off-boarding logistics in partnership with Human Resources.
• Organize and support planning of internal events, client appreciation events, team activities, and firm-wide initiatives.
• Manage office supply ordering, access card and equipment administration, and other day-to-day office needs.
• Liaise with Human Resources, IT, accounting, and other corporate functions on behalf of the local office team.
• Serve as a resource for Health & Safety compliance activities, including JHSC meeting participation and coordination of required training.

• Post-secondary education in Business Administration,…