About the Company
Our client is a well-established mid-sized construction company with a strong reputation for delivering high-quality commercial, industrial, and institutional projects across the Greater Toronto Area. Due to continued growth, they are seeking an experienced Office Manager / Executive Assistant to oversee day-to-day office operations while providing high-level administrative support to the company executives.
Position Overview
The Office Manager / Executive Assistant serves as the central hub of the organization, ensuring the efficient operation of the head office while acting as a trusted right-hand support to the Partner(s). This role requires a highly organized, proactive, and professional individual capable of managing competing priorities in a fast-paced construction environment. This is an IN OFFICE role 5 days per week.
Key Responsibilities
Office Management
- Oversee the daily operations of the office, ensuring smooth and efficient business activities.
- Manage office administration processes, systems, and procedures.
- Coordinate office supplies, equipment, maintenance, and vendor relationships.
- Assist with onboarding new employees, workspace setup, and office orientation.
- Support company events, meetings, staff functions, and team-building activities.
- Maintain corporate records, policies, filing systems, and confidential documentation.
- Liaise with field staff, project teams, subcontractors, suppliers, and clients as required.
Executive Assistant Support to the Partner(s)
- Manage the Partner's calendar, appointments, travel arrangements, and meeting schedules.
- Prepare meeting agendas, presentations, correspondence, reports, and other executive documents.
- Screen and prioritize emails, phone calls, and incoming requests.
- Coordinate internal and external meetings, including boardroom bookings and logistics.
- Take meeting minutes and track action items to completion.
- Assist with special projects, research assignments, and strategic initiatives.
- Maintain strict confidentiality regarding company, employee, and client information.
Human Resources & Corporate Support
- Support recruitment activities including interview coordination and candidate communication.
- Maintain employee records and assist with benefits and HR administration.
- Support company compliance requirements and corporate initiatives.
Qualifications
- 4+ years of experience as an Office Manager, Executive Assistant, or Senior Administrator.
- Previous experience within construction, engineering, development, or related industries is strongly preferred.
- Exceptional organizational, multitasking, and time-management skills.
- Strong verbal and written communication abilities.
- Advanced proficiency in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
- Experience working with accounting, project management, or construction management software is considered an asset.
- Professional, proactive, and highly discreet when handling confidential information.
What You'll Receive
- Competitive salary and benefits package.
- Opportunity to work directly with senior leadership and influence business operations.
- Stable and growing organization with a strong project pipeline.
- Collaborative and entrepreneurial work environment.
- Long-term career growth opportunities within a respected construction company.
This posting is for an existing vacancy with the organization.
AI may be used to screen, assess or select applicants for the position.
