Executive Assistant

Key Responsibilities

Executive & Administrative Support

• Provide direct administrative support to the President.

• Manage calendars, meetings, appointments, and daily scheduling.

• Prepare, edit, and organize emails, letters, reports, presentations, and other business documents.

• Assist with follow-ups on behalf of the President with internal teams, clients, vendors,

subcontractors, and business partners.

• Screen and prioritize calls, emails, and requests.

• Coordinate meetings, including booking rooms, preparing agendas, taking notes, and tracking

action items.

• Maintain confidential company and executive information with professionalism and discretion.

• Assist with travel arrangements, reservations, event planning, and other executive needs.

• Organize and maintain digital and physical files.

Business & Office Coordination

• Support the President with daily business operations and administrative priorities.

• Track outstanding items, deadlines, approvals, and follow-ups.

• Assist with coordinating documents for projects, vendors, clients, and internal departments.

• Communicate with staff, management, and external contacts in a professional manner.

• Help prepare information for meetings, proposals, company updates, and presentations.

• Support general office administration as needed.

Social Media & Marketing Support

• Assist with creating and posting basic social media content for platforms such as LinkedIn.

• Help collect project photos, company updates, employee highlights, and event content.

• Work with internal teams to gather information for posts and marketing materials.

• Draft captions and simple company announcements.

• Help maintain a professional and consistent company brand online.

• Support website or marketing updates when required.

• Coordinate with external marketing vendors, photographers, or designers when needed.

Qualifications

• Minimum 3–5 years of experience as an Executive Assistant, Administrative Assistant, Office

Coordinator, or similar role.

• Previous experience supporting a President, business owner, senior executive, or leadership team

is strongly preferred.

• Post-secondary education in Business Administration, Office Administration, Communications,

Marketing, or a related field is preferred.

• Experience working in a small-to-medium-sized business is considered an asset.

• Experience in the construction, civil, engineering, trades, or related industry is an asset but not

required.

• Strong experience managing calendars, scheduling meetings, preparing documents, and handling

executive-level follow-ups.

• Excellent written and verbal communication skills.

• Strong organizational and time-management skills with the ability to manage multiple priorities.

• High level of professionalism, discretion, and confidentiality.

• Strong attention to detail and ability to work independently with minimal supervision.

• Proficient with Microsoft Office, including Outlook, Word, Excel, PowerPoint, and Teams.

• Basic knowledge or hands-on experience with social media platforms, including LinkedIn,

Instagram, and Facebook.

• Experience creating simple social media posts, captions, company announcements, or marketing

content is an asset.

• Valid driver’s licence and access to a vehicle is an asset, depending on business needs.

Skills & Competencies

• Strong communication skills

• Discretion and confidentiality

• Organization and follow-up

• Problem-solving

• Professionalism

• Attention