Executive Coordinator - Building Envelope & Waterproofing

Goldbeck Recruiting; Halifax; On-site; CAD 60,000 - 80,000; Full time

Job summary

An established industry player is seeking an Executive Coordinator to support their senior leadership team in the Building Envelope & Waterproofing division. This role offers a unique blend of executive-level assistance and hands-on project coordination in a fast-paced environment. The ideal candidate will thrive under pressure, possess exceptional organizational skills, and be adept at managing multiple priorities. Join a reputable organization known for its commitment to excellence and high-quality service delivery. If you are detail-oriented and ready to take on a dynamic role, this opportunity is perfect for you.

Benefits

Performance-based bonus

Extended health benefits

$2,000 health spending account

Cellphone allowance

Laptop

Education allowance

Paid time off plus 5 personal days

Additional week of Christmas off

Qualifications

• 5+ years as an Executive Assistant or similar role.
• Exceptional organizational and time management skills.
• Strong written and verbal communication abilities.

Responsibilities

• Manage complex calendars and coordinate meetings.
• Support project managers with documentation and logistics.
• Maintain confidentiality and handle sensitive information.

Skills

Organizational Skills

Time Management

Communication Skills

Problem-Solving

Microsoft Office Suite

Discretion

Education

Bachelor's Degree in Business Administration

Tools

Microsoft Office Suite

Zoom

Teams

Project Management Software

CRM Platforms

Microsoft Planner

SharePoint

Job description

About our client:

Our client is a property renewal services company based in Surrey, BC. They primarily work on projects in the Lower Mainland/Fraser Valley and offer a wide range of services including interior and exterior painting, building envelope concrete repairs, urethane membrane renewal, sealant renewal, wood repairs, and hazardous materials abatement.

Due to company expansion, they are adding an Executive Coordinator to support senior leadership within their Building Envelope & Waterproofing division. This key role combines executive-level administrative assistance with hands-on project coordination. The ideal candidate is adaptable, detail-oriented, and capable of managing a dynamic and fast-paced workload, including confidential executive matters and cross-functional support across multiple construction projects.

This is an outstanding opportunity to join a reputable, well-established organization known for its commitment to excellence and delivering high-quality services.

Responsibilities:

1. Be the "go-to person" for the Building Envelope & Waterproofing Operations Manager and Senior Project Manager for all daily activities.
2. Manage complex calendars, schedule meetings, and coordinate appointments, both internally and externally.
3. Screen and prioritize/filter emails, calls, and correspondence; respond on behalf of the executive as appropriate.
4. Organize and prepare for meetings, including drafting agendas, taking minutes, managing the monthly division expense report, and following up on action items.
5. Coordinate logistics for events, board meetings, and conferences (e.g., travel accommodations, prepare reports, presentations, or other documents).
6. Maintain confidentiality and discretion in handling sensitive company information between executives and internal/external stakeholders.
7. Support the Operations Manager and Senior Project Manager in delivering excellence by collaborating with project team members to ensure their proven processes and best practices are being executed, including:

• Bid Packages/Quotes: support the Project Coordinator in preparing and executing tenders and quotes.
• Site Support: sourcing items, placing orders, pick-up/delivery to site when necessary.
• Start-Up: bond/insurance documents, Notice of Project, safety compliance administration, site communication/notices when required.
• Data & Systems: financial administration including project cost reporting, invoicing, payment follow-ups, maintenance manuals, and warranty packages.

Support divisional meetings through agenda creation, minute collection, and cascading relevant division information.

Provide backup support for the Building Envelope & Waterproofing Project Coordinator if necessary.

Qualifications:

• Minimum 5 years of experience as an Executive Assistant or in a similar senior administrative or project coordinator role.
• Valid driver's license.
• Exceptional organizational and time management skills.
• Strong written and verbal communication skills.
• High proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Self-motivated with a proactive approach to problem-solving.
• Resilience under pressure with the proven ability to perform effectively under deadline-driven conditions and shifting priorities.
• Ability to handle multiple priorities with a calm, professional demeanor.
• Discretion and trustworthiness with confidential information.
• Familiarity with collaboration tools (e.g., Zoom, Teams, project management software, construction safety management systems, CRM platforms, Microsoft Planner, SharePoint) is an asset.
• Bachelor's degree in business administration, Communications, or a related field (preferred but not required).

Working conditions:

This is a salaried position. The standard 40-hour workweek is Monday to Friday, ranging between 7:30 a.m. to 5:00 p.m.; however, additional hours may be required during peak periods to meet project deadlines and operational needs.

Benefits:

• $60,000-80,000 base salary
• Performance-based bonus
• Extended health benefits
• $2,000 health spending account
• Cellphone allowance
• Laptop
• Education allowance
• Paid time off plus 5 personal days
• Additional week of Christmas off