Executive Administrator / Office Manager

About M3 Project Solutions

M3 Project Solutions is a growing consulting firm specializing in project controls, cost management, and quantity surveying services. We support clients across industrial, infrastructure, and commercial sectors by providing clarity, accountability, and rigor in planning, estimating, and execution. As we expand, we are seeking a detail-oriented and proactive Executive Administrator / Office Manager to help streamline our internal operations and support our leadership team.

Key Responsibilities

- Travel Coordination: Arrange travel itineraries, accommodations, and logistics for staff and executives.

- Timesheet Coordination: Collect, review, and submit weekly employee timesheets; liaise with payroll to ensure accuracy.

- Expense Management: Process and track employee expense submissions, coordinate reimbursements with payroll.

- Accounts Receivable (AR) Follow-Up: Monitor outstanding invoices and follow up with clients to ensure timely payment.

- Employee Onboarding & Offboarding: Support HR processes including setup of new hires, equipment allocation, orientation, and exit coordination.

- Proposal & Document Preparation: Assist in drafting, formatting, and editing proposals, reports, and client communications.

- General Office Management: Maintain administrative systems, ensure effective communication between teams, and support leadership with ad hoc tasks.

Qualifications Required

- Diploma or degree in Business Administration, Office Management, or related field (or equivalent experience).

- 3+ years of administrative, office management, or executive assistant experience (professional services or consulting environment an asset).

- Strong organizational and multitasking skills, with attention to detail.

- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

- Familiarity with accounting / payroll systems (e.g., QuickBooks, Sage, ADP, or similar) is considered an asset.

- Strong proficiency in English (spoken and written) is required. Bilingualism (French/English) is considered a significant asset.

- Ability to handle confidential information with professionalism and discretion

What we offer

- Competitive compensation and benefits package.

- Opportunity to grow with a dynamic and expanding firm.

- Exposure to diverse projects in the energy, infrastructure, and construction industries.

A collaborative culture built on clarity, accountability, and trust

Duration

Full time permanent

Location

Rothesay, NB