Executive Assistant

Modern Niagara; Vaughan; On-site; CAD 60,000 - 80,000; Full time

Job summary

A leading construction services provider in Vaughan is hiring an Executive Assistant to support senior leadership. Responsibilities include calendar management, preparing executive reports, and coordinating site visit logistics. Candidates should have 5-10 years of experience, excellent organizational skills, and proficiency in Microsoft Office and Power BI. This role emphasizes professionalism and confidentiality in a dynamic work environment.

Qualifications

• 5-10 years of experience at the executive level supporting senior management.
• Strong written and verbal English communication skills.
• High degree of professionalism and confidentiality.

Responsibilities

• Manage calendar and schedule meetings across various units.
• Prepare and edit executive reports and presentations.
• Coordinate logistics for site visits and events.

Skills

Time Management

Organizational skills

Microsoft Office

Microsoft Outlook

Calendar Management

Microsoft PowerPoint

Microsoft Excel

Tools

Power BI

Google Suite

Job description

Overview

Modern Niagara helps building owners, managers, and general contractors meet the mechanical, electrical, integrated building technology, and building services needs of their buildings across Vancouver, Calgary, Edmonton, Toronto, Southwestern Ontario and Ottawa. We also develop custom turnkey solutions to help reach the desired outcomes. We are committed to having a positive and meaningful impact on Canada’s infrastructure and on the communities where we live, learn, work and heal.

WE BUILD FOR LIFE.

We value passion, initiative, determination, professionalism, and teamwork and we are committed to ensuring that our teams have everything they need to succeed. Health and safety are embedded in everything we do and as a result our award-winning safety culture has a record that’s well above industry standards.

At Modern Niagara you will work alongside values-driven, safety-conscious and high-impact teams in a fast-paced, innovative and collaborative environment. Here your knowledge, skills and excellent service will help ensure that the buildings that make up Canada’s infrastructure fulfill the needs they were set out to meet.

Modern Niagara is one of Canada’s Best Managed Companies and is a recipient of SMACNA’s Safety Excellence Award Program (SSEAP) Canada and the Canadian Occupational Safety (COS) Magazine’s Gold Winner for Canada’s Safest Employers Award in the Building and Construction category and Excellence Winner for Canada’s Best Health Safety Culture Award as well as Canada’s Best Health Safety Leader Award.

We are seeking a highly organized and detail oriented Executive Assistant to join our team in Vaughan. The Executive Assistant will support our SVP and Director of Virtual Design Construction, Manufacturing and Construction Technology & Data.

The appropriate candidate will require a high level of organizational and communications skills and will be comfortable interacting with this team as well as Senior Leadership in various areas of the company. This individual will be required to perform work in person and will be an active participant in most meetings discussing strategic initiatives and issues within the group. A high level of professionalism, discretion and ability to maintain confidential information is a must.

Overview of Responsibilities :

• Calendar management and meeting scheduling both within the group and across various business units & geographic regions
• Coordinating agendas and meeting minutes for same
• Prepare and edit executive reports, presentations and other documents related to group operations.
• Track and follow up on action items from meetings and ensure timely completion.
• Monitor deadlines and deliverables across multiple business units (coordinate with other E.A.s).
• Coordinate logistics for active site visits and team building off-sites & events.
• Assist in cross-referencing project timelines, milestones and resource allocations
• Assist in completion of Performance Management assessments and annual evaluations
• Travel coordination
• Event planning and coordination
• Expense preparation and reconciliation for Management Team

Qualifications and Experience :

• Exposure to advancement in maximizing use of AI assistants to complete tasks as well as some basic knowledge of Power BI is preferred but not essential.
• Advanced skills in preparation of high quality presentation materials is required. 5-10 years of experience at the executive level
• 5-10 years of experience at the executive level
• Strong written and verbal English communication skills
• Experience supporting senior management
• High degree of professionalism and confidentiality
• Independent and self-motivated with ability to work autonomously
• Strong organizational skills with strong prioritization
• Ability to work on multiple projects simultaneously
• Proven strong ability in executive level office administration with advanced skills in MS Office including proficiency in creating high level presentations using MS PowerPoint
• Previous administrative support experience within the construction or development industry a plus but not required

We thank all applicants for their interest however only those selected for an interview will be contacted.

At Modern Niagara we recognize the value of fostering a diverse, equitable and inclusive organization and are committed to eliminating barriers faced by members of equity-seeking groups (women, Indigenous, Black, racialized, 2SLGBTQIA people with disabilities and new immigrants) in the construction industry. Our DEI vision is to build an organization where everyone has access to the same opportunities, experience equitable outcomes and can thrive and reach their full potential.

We value the diversity of the people we hire and serve. Modern Niagara is an equal opportunity employer. If you require accommodation during the recruitment process please advise us so that suitable accommodations can be made. We can be reached at

Key Skills

Time Management, Microsoft Office, Organizational skills, Microsoft Outlook, Microsoft Word, Personal Assistant Experience, Microsoft Powerpoint, Calendar Management, Microsoft Excel, Administrative Experience, Microsoft Outlook Calendar, Google Suite

Employment Type: Full-Time

Department / Functional Area: Administration

Experience: years

Vacancy: 1