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Added 11 mins ago
HC
FUNDRAISING OFFICER - CALGARY
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Calgary, AB
- $20 to $25 CAD / hour
- Part-time
Added 11 mins ago
HC
FUNDRAISING OFFICER - GTA
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Added 11 mins ago
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Added 22 mins ago
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WorkStaff360

URGENT: Construction Executive Assistant (US construction experience is required)

Remote, Canada

Remote

$5 to $7 USD / hour · Full-time

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Job details

Pay: $5 to $7 USD / hour
Job type: Full-time
Workplace: Remote
Apply by: Nov 14, 2026
Working hours: 40 hours per week
Posting language: English
Posted: Oct 22, 2026

Original job description

URGENT: Construction Executive Assistant (US construction experience is required)

Application Deadline: 14 November 2026

Department: Operations

Employment Type: Full Time

Location: Toronto

Compensation: $5.00 - $7.00 / hour

Description

Monitor and organize the General Manager's inbox; distinguish urgent project issues, owner/GC requests, subcontractor correspondence, and routine administrative messages.
Flag time-sensitive RFIs, submittal responses, change order correspondence, schedule notices, and requests requiring management review.
Draft professional emails, follow-ups, meeting requests, and routine correspondence for approval; communicate clearly with project managers, superintendents, subcontractors, vendors, and clients.
Track unanswered messages and help ensure important communications receive timely responses.
Manage the General Manager's calendar, appointments, and deadlines during California business hours.
Schedule internal meetings and calls with project teams, owners, general contractors, vendors, and trade partners.
Prepare agendas, attend virtual meetings as requested, capture decisions and action items, and distribute concise meeting minutes.
Send reminders and coordinate follow-up on commitments made during management and project-related meetings.
Maintain an organized list of the General Manager's priorities, delegated tasks, and outstanding action items.
Track administrative follow-ups related to RFIs, submittals, change orders, procurement requests, contract documents, and closeout items as directed.
Follow up with responsible team members on due dates and status updates without directing field work or making technical decisions.
Provide clear daily or weekly summaries of open items, overdue responses, and matters requiring the General Manager's attention.
Organize and file construction correspondence, drawings, specifications, meeting records, RFIs, submittals, change order documentation, and other project records.
Assist with preparing transmittals, logs, spreadsheets, letters, presentations, and routine administrative forms.
Maintain accurate naming conventions, document versions, contact lists, and shared folders; help route documents to the appropriate person for review.
Support meeting preparation, travel arrangements, scheduling, and general executive administrative needs.
Collect status updates from department leaders and project personnel as requested.
Prepare a concise weekly summary of outstanding action items, upcoming deadlines, critical correspondence, and issues needing leadership input.
Help the General Manager prepare for weekly discussions with the company President.

Hard Requirements:

Prior experience in construction administration, project coordination, or executive/administrative support within a construction company.
Working knowledge of construction terminology and workflows, including RFIs, submittals, change orders, drawings/specifications, subcontractors, trades, and trade responsibilities.
Excellent written and spoken English; professional communication and strong follow-through.
Proficiency in Microsoft Outlook, Excel, Word, and Teams; ability to manage shared files, calendars, and multiple priorities.
Strong organization, attention to detail, discretion with confidential information, and ability to work independently.
Availability and responsiveness during California business hours.
Experience supporting a construction executive, General Manager, or senior project leader at a U.S.-based contractor.
Familiarity with Procore, Bluebeam, Dropbox, or similar construction document-management tools is preferred.
Exposure to general contracting, electrical contracting, commercial construction, or public works projects is preferred.
Comfort using AI tools responsibly to streamline drafting, organization, and administrative follow-up.

Schedule:

40 hours per week
Monday to Friday
7AM - 4PM Pacific Standard Time Zone

Offer and Benefits:

Weeks 1–4: $5 USD/hour
Weeks 5–8: $6 USD/hour
Weeks 9 onwards: $7 USD/hour

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More about this job

Responsibilities

The Construction Executive Assistant will manage the General Manager's inbox, calendar, and project correspondence to ensure timely communication and organization. They will also track project-related documentation such as RFIs, submittals, and change orders while preparing meeting minutes and summaries for leadership.

Requirements

Candidates must have prior experience in construction administration or project coordination within a U.S.-based construction company. Proficiency in Microsoft Office, construction document management tools, and excellent English communication skills are required.

Skills

Construction Administration
Project Coordination
Executive Support
Calendar Management
Email Management
Meeting Minutes
Document Control
RFI Management
Submittal Tracking
Change Order Documentation
Microsoft Outlook
Microsoft Excel
Microsoft Word
Microsoft Teams
Procore
Bluebeam

Remote locations

Toronto, Canada

Remote locations (standardized)

Toronto, Ontario, Canada

Visa sponsorship

Not detected in the job text

Keywords

Construction
Executive Assistant
General Contractor
RFI
Submittals
Change Orders
Project Management
Operations
Administrative Support
Procore
Bluebeam
Dropbox
Scheduling
Document Control
Commercial Construction
Public Works
Construction Terminology
Data Entry
Communication
Time Management

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