Executive Administrative Assistant (Sudbury)

Pioneer Construction Inc.; Northeastern Ontario; On-site; CAD 40,000 - 60,000; Full time

Benefits offered by this job

Extended health insurance

Dental insurance

Life insurance

Company pension

Employee & Family Assistance Program

Company events

Ongoing training and career developmen

Job summary

Pioneer Construction Inc. is seeking an energetic Executive Administrative Assistant to support the executive team at our Sudbury head office. This full-time, permanent role handles a wide range of administrative and logistical tasks with discretion and professionalism.

You will manage calendars, travel arrangements, meetings, and documents, draft correspondence, and assist with projects and purchases. Experience in similar roles and a valid driver's license are required.

Qualifications

• Previous experience in an executive assistant, administrative assistant or similar support role.
• Valid G class driver’s license and mode of transportation.
• Criminal background check and clean driving record required.

Responsibilities

• Provide day-to-day administrative and logistical support to the Executive Assistant Team.
• Manage calendars, appointments, meetings and scheduling changes.
• Coordinate business and personal travel, including itineraries.
• Prepare meeting materials and take minutes; coordinate follow-ups.
• Draft, format and proofread correspondence and reports.
• Handle confidential information with discretion.

Skills

Organizational skills

Verbal & written communication

Discretion

Time management

Independent and collaborative

Education

Business Administration degree

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

AI tools

Job description

Position Type:

Full-Time, Permanent

Who We Are

Pioneer Construction is a Northern Ontario-based civil construction company with a history dating back to 1938. Founded in Sudbury, we have grown into a trusted leader in road building, heavy civil construction, municipal infrastructure, and mining support services across the region. With a strong commitment to safety, quality, and community development, we take pride in building and maintaining the infrastructure that connects and supports Northern Ontario.

The Opportunity

We are seeking an energetic, proactive and highly organized Executive Administrative Assistant to support our executive team at our Sudbury Head Office. This full-time, permanent position will provide administrative and logistical support to members of our Executive Team. The successful candidate will be resourceful, dependable and comfortable managing a wide variety of responsibilities. The position requires excellent judgment, discretion and the ability to anticipate needs while adapting to changing priorities. We offer a competitive salary, pension plan and comprehensive benefits program.

Your Day-to-Day

• Provide day-to-day administrative and logistical support to the Executive Assistant Team
• Assist with calendars, appointments, meetings and scheduling changes
• Coordinate business and personal travel, including transportation, accommodations and itineraries
• Assist with internal meetings, company activities and external events
• Coordinate meals, catering and other arrangements for meetings and events
• Draft, format and proofread correspondence, reports and other documents
• Prepare meeting materials, attend meetings, take minutes and coordinate follow-up items
• Conduct research and assist with a variety of projects, purchases and special requests
• Prepare and record cheques, process invoices and reconcile expenses
• Communicate professionally with employees, vendors and external contacts
• Handle confidential and sensitive information with a high degree of discretion
• Complete occasional errands and off-site tasks as required
• Provide backup administrative support and assist with other duties as needed
• Perform other related duties as assigned

You Are a Good Fit If You Have

Required:

• Previous experience in an executive assistant, administrative assistant or similar support role
• Valid G class driver’s license and mode of transportation
• Successfully pass and maintain a criminal background check and a clean driver’s abstract

Considered an Asset:

• A post-secondary degree or diploma in business administration or a related field

Skills & Abilities:

• Strong organizational skills and attention to detail.
• Professional verbal and written communication skills.
• Sound judgment and discretion when handling confidential personal and business information.
• A resourceful, solutions-oriented approach and willingness to ask questions when clarification is needed.
• Ability to work independently and collaboratively while taking direction from multiple team members.
• Strong time management skills and the ability to adjust to changing priorities.
• Proficiency with Microsoft Outlook, Word, Excel and other standard office programs.
• Ability to use AI tools efficiently and responsibly, with an understanding of confidentiality and data-security risks.
• Ability to work under pressure, meet deadlines and maintain a professional, positive attitude.
• Ability to occasionally lift and carry files, documents or small office items weighing up to 10 pounds.

What We Offer

Compensation & Benefits

• Starting salary range of $40,000 - $60,000
• Extended health, dental, and life insurance
• Company pension
• Employee & Family Assistance Program
• Company events
• Ongoing training and career development

The pay range posted reflects base compensation only. Starting pay is based on skills, experience, and qualifications. Benefits and other incentives are offered separately.

Equity & Accessibility

At Pioneer Construction, we seek to hire individuals with diverse characteristics, backgrounds, and perspectives. We strongly believe that world-class talent makes no distinctions based on gender, ethnic or national origin, sexual identity and orientation, age, religion, or disability, but enriches itself through these differences. Pioneer Construction welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.