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.
Key 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
Professional Experience & 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 clear 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.
At AE Concrete, we are proud to offer:
- A collaborative and supportive team environment
- Extended health and dental benefits
- Vacation and paid time off
- A matched RRSP program
- Comprehensive training and career development opportunities
- A strong commitment to safety — the well-being of our employees is always our top priority
Compensation & Benefits
- Salary: $60,000–$80,000 (commensurate with experience)
- Health Benefits: Extended health and dental coverage
- RRSP Match Program
If you are interested in joining our team, we encourage you to apply today for this exciting opportunity!
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
