Construction Executive Assistant – Project Admin & Coordination

WorkStaff360 Inc.; Toronto; On-site; CAD 9,700 - 14,000; Full time

Job summary

WorkStaff360 Inc. is seeking an urgent Construction Executive Assistant in Toronto to support the General Manager with construction project coordination and executive administration.

You will manage emails, calendars, meetings, and communications with project teams, owners, GCs, vendors, and clients, ensuring timely responses and organized records. The role requires US construction experience, strong English, and proficiency with Microsoft Office, Procore, Bluebeam, and Dropbox.

Qualifications

• Experience in construction administration, project coordination or executive support within construction.
• Strong written and spoken English with professional communication.
• Proficiency with Microsoft Outlook, Excel, Word and Teams; manage calendars and files.

Responsibilities

• Monitor and organize the General Manager's inbox and flag urgent items.
• Draft emails, meeting requests, and routine correspondence for approval.
• Track messages, manage GM's calendar and deadlines during California business hours.
• Schedule internal meetings with project teams, owners, GCs, vendors and clients.
• Prepare meeting agendas, attend virtual meetings, capture decisions and actions.
• Distribute concise meeting minutes and reminders for follow-ups.
• Maintain organized project records, RFIs, submittals, change orders and closeouts.
• Support travel arrangements and general executive administrative tasks.
• Provide weekly summaries of outstanding items and deadlines for leadership input.

Skills

Construction admin

Project coordination

Executive support

English communication

MS Office (Outlook/Excel/Word/Teams)

Calendar & scheduling

Document management

Independent work

Tools

Procore

Bluebeam

Dropbox

Job description

WorkStaff360 Inc. is seeking an urgent Construction Executive Assistant in Toronto to support the General Manager with construction project coordination and executive administration.

You will manage emails, calendars, meetings, and communications with project teams, owners, GCs, vendors, and clients, ensuring timely responses and organized records. The role requires US construction experience, strong English, and proficiency with Microsoft Office, Procore, Bluebeam, and Dropbox.