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
