Executive Assistant

Harbinger Network Inc.; Oakville; On-site; CAD 60,000 - 80,000; Full time

Job summary

A prominent administrative support firm in Oakville is seeking an experienced Executive Assistant to provide high-level support to the executive team. This role requires proficiency in managing complex schedules, handling travel arrangements, and ensuring confidentiality in communications. Ideal candidates will demonstrate exceptional organizational skills and will have a proactive approach in a fast-paced environment. If you possess the ability to multitask and prioritize effectively, consider applying for this vital role that supports executive leadership.

Qualifications

• Proven experience as an Executive Assistant or in a similar administrative role.
• Ability to manage complex schedules and travel arrangements.
• Experience handling confidential information with discretion.

Responsibilities

• Provide executive and administrative support to the leadership team.
• Manage calendars and logistics for C-Suite executives.
• Draft, edit, and proofread executive correspondence.
• Handle highly confidential information with discretion.
• Coordinate domestic and international travel logistics.

Skills

Strong organizational skills

Exceptional communication

Proactive problem-solving

High degree of professionalism

Proficiency in Microsoft Office Suite

Adaptability

Tools

Project management tools

Construction-related platforms

Job description

This is an exciting opportunity for an experienced and professional Executive Assistant to provide administrative support to the Executive Team based in the Oakville / Mississauga area. The ideal candidate will confidently perform a wide range of administrative and support activities to an executive team with varied needs and priorities. The ability to interact with staff (at all levels) in a fast-paced environment, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism is crucial to this role.

To summarize, an Executive Assistant within a contract should be expected to provide temporary, high-level administrative and project support to the executives, including managing complex schedules, arranging travel, handling confidential communications, and assisting with special projects. This role requires strong organizational skills, discretion, and the ability to adapt quickly to support executives in their daily duties and strategic goals.

Key Traits

• Strong organizational and time-management skills under fast-paced, high-pressure conditions.
• Exceptional communication and interpersonal skills for interacting with executives, engineers, clients, and field staff.
• Proactive problem-solving and the ability to anticipate needs before they arise.
• High degree of professionalism, confidentiality, and judgment.
• Willingness to learn and adapt.
• High degree of confidentiality.
• Proficiency in Microsoft Office Suite, project management tools, and construction-related platforms.

General duties

• Executive & Administrative Support for the leadership team
• Manage calendars, scheduling, and meeting logistics for multiple C-Suite executives (CEO, COO, CFO, etc.).
• Coordinate and prioritize competing demands, ensuring executives are briefed and prepared for meetings, site visits, and presentations.
• Draft, edit, and proofread executive correspondence, internal memos, proposals, and reports.
• Handle highly confidential information with discretion (e.g., contracts, personnel, acquisitions and financial data).
• Arrange domestic and international travel logistics, including site visits to major project locations for Executives and other company staff.
• Assist in preparing internal and client presentations
• Follow up on project action items and ensure executive directives are implemented across departments.
• Coordinate internal meetings and events lunches, executive retreats, executive leadership meetings, anniversary events etc.)
• As required to attend off site meetings and after hour events
• Assist to ensure client-facing materials align with corporate branding and contractual requirements.
• Coordinate review and signature of contracts, NDAs, and project agreements.
• Support prequalification submissions, or business development efforts.
• Participate in internal communications—helping craft executive updates, town hall messages, and quarterly reports.
• Maintain organizational charts, corporate records, and licensing/compliance documents.
• Coordinate C-Suite participation in industry associations
• Maintain a general understanding of construction terminology, project delivery methods, and safety/compliance protocols.
• Stay informed on key company projects, bid pursuits, and market trends
• Support technical proposal development
• Assist C Suite staff to prepare for performance reviews.
• Assist in rolling out company initiates.
• Take meeting minutes as required for C Suite and Executive Leadership meetings.
• Assist with after hours emergencies and issues as required.
• Other tasks as required or assigned to assist with operations.

If you feel that you would like to explore the potential of this opportunity, then I encourage you to apply privately.

Please send your resume in WORD format to: [e-mail]

Apply with confidence as Harbinger Network respects your privacy and will keep your application private and confidential. While only qualified candidates will be contacted for an interview, be sure to continually check out website for other related positions as they are posted. www.harbingernetwork.ca