Special Projects Coordinator; Willoughby

Position: Special Projects Coordinator (Willoughby)
Location: Fort Langley

Position Summary  The Special Projects Coordinator provides high-level administrative and project management support, reporting directly to the President. This role plays a key part in advancing the organization’s business objectives by coordinating and supporting strategic initiatives. The ideal candidate is highly organized, proactive, and detail-oriented, with the ability to manage multiple priorities effectively in a fast-paced environment.
Responsibilities   Coordinate and prioritize incoming communications (email, calls, messages), drafting responses as needed
Prepare daily briefings, agendas, and background materials for meetings
Handle confidential and sensitive information with a high degree of professionalism and discretion
Support expense tracking, reporting, and administrative documentation
Schedule, plan, and coordinate internal and external meetings across multiple stakeholders
Prepare meeting materials, presentations, and reports in advance
Attend meetings as required to take detailed notes and document key decisions
Track and follow up on action items to ensure timely completion
Serve as a liaison between the President and internal teams, clients, and external partners
Ensure clear, consistent, and professional communication across all interactions
Lead and/or support special projects initiated by the President from concept to completion
Develop project plans, timelines, and milestones to ensure successful execution
Monitor project progress and proactively address risks or delays
Coordinate cross-functional teams to ensure alignment and accountability
Conduct research, data analysis, and information gathering to support decision-making
Prepare presentations, reports, and updates for executive review
Maintain project documentation, trackers, and status reports
Identify opportunities to improve processes, workflows, and operational efficiency
Assist in implementing new systems or tools to enhance productivity
Support strategic planning initiatives and organizational priorities
Help manage and track key performance indicators (KPIs) and deliverables
Provide ad hoc support on business initiatives as needed
Other duties as assigned
Qualifications   Bachelor's degree in supply chain management or a related field preferred
Proven experience in an Executive Assistant, Project Coordinator, or similar role
Strong organizational and time management skills with the ability to prioritize effectively
Exceptional attention to detail and problem-solving abilities
Excellent written and verbal communication skills
Ability to manage multiple projects and deadlines simultaneously
High level of professionalism, discretion, and confidentiality
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and/or Google Workspace

Experience with project management tools is an asset
Self-starter with a proactive and solutions-oriented mindset
What Success Looks Like   The President is well-supported, prepared, and able to focus on strategic priorities
Meetings are efficient, well-organized, and result in transparent outcomes
Projects are delivered on time, within scope, and aligned with business goals
Communication across stakeholders is seamless and proactive
Operational processes are continuously improved for efficiency and effectiveness
About the Company  AE Concrete specializes in delivering standard and custom civil precast solutions:
Water, Electrical and Communication Vaults, Chambers, Trenches, Box Culverts, Street Light Bases, and a variety of custom precast solutions via our in-house engineering team. Quality of Work is very important to AE Concrete as we are a CPCQA, CSA, CWB, and COR certified precast plant.
What Sets Us Apart   AE Concrete Products Inc. has been a trusted provider of civil precast solutions for more than 45 years. Our success comes from the dedication of our people — skilled, innovative, and committed to building quality products and strong communities.
We believe in supporting our employees as much as we support our customers, creating an environment where individuals can thrive, grow, and succeed.
Compensation & Benefits   Salary: $60,000–$80,000 (commensurate with experience)

Health Benefits:

Extended health and dental coverage
RRSP Match Program
Extended health and dental benefits included
Job Types: Full-time, Permanent
Pay: $60,000.00-$80,000.00 per year
Benefits:
Dental care
Employee assistance program
Extended health care
On-site parking
Paid time off
RRSP match
Vision care

Work Location:

In person

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