URGENT: Construction Executive Assistant (US construction experience is required)

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

URGENT: Construction Executive Assistant (US construction experience is required)

Application Deadline: 14 November 2026

Department: Operations

Employment Type: Full Time

Location: Toronto

Compensation: $5.00 - $7.00 / hour

Description

• Monitor and organize the General Manager's inbox; distinguish urgent project issues, owner/GC requests, subcontractor correspondence, and routine administrative messages.
• Flag time-sensitive RFIs, submittal responses, change order correspondence, schedule notices, and requests requiring management review.
• Draft professional emails, follow-ups, meeting requests, and routine correspondence for approval; communicate clearly with project managers, superintendents, subcontractors, vendors, and clients.
• Track unanswered messages and help ensure important communications receive timely responses.
• Manage the General Manager's calendar, appointments, and deadlines during California business hours.
• Schedule internal meetings and calls with project teams, owners, general contractors, vendors, and trade partners.
• Prepare agendas, attend virtual meetings as requested, capture decisions and action items, and distribute concise meeting minutes.
• Send reminders and coordinate follow-up on commitments made during management and project-related meetings.
• Maintain an organized list of the General Manager's priorities, delegated tasks, and outstanding action items.
• Track administrative follow-ups related to RFIs, submittals, change orders, procurement requests, contract documents, and closeout items as directed.
• Follow up with responsible team members on due dates and status updates without directing field work or making technical decisions.
• Provide clear daily or weekly summaries of open items, overdue responses, and matters requiring the General Manager's attention.
• Organize and file construction correspondence, drawings, specifications, meeting records, RFIs, submittals, change order documentation, and other project records.
• Assist with preparing transmittals, logs, spreadsheets, letters, presentations, and routine administrative forms.
• Maintain accurate naming conventions, document versions, contact lists, and shared folders; help route documents to the appropriate person for review.
• Support meeting preparation, travel arrangements, scheduling, and general executive administrative needs.
• Collect status updates from department leaders and project personnel as requested.
• Prepare a concise weekly summary of outstanding action items, upcoming deadlines, critical correspondence, and issues needing leadership input.
• Help the General Manager prepare for weekly discussions with the company President.

Hard Requirements:

• Prior experience in construction administration, project coordination, or executive/administrative support within a construction company.
• Working knowledge of construction terminology and workflows, including RFIs, submittals, change orders, drawings/specifications, subcontractors, trades, and trade responsibilities.
• Excellent written and spoken English; professional communication and strong follow-through.
• Proficiency in Microsoft Outlook, Excel, Word, and Teams; ability to manage shared files, calendars, and multiple priorities.
• Strong organization, attention to detail, discretion with confidential information, and ability to work independently.
• Availability and responsiveness during California business hours.
• Experience supporting a construction executive, General Manager, or senior project leader at a U.S.-based contractor.
• Familiarity with Procore, Bluebeam, Dropbox, or similar construction document-management tools is preferred.
• Exposure to general contracting, electrical contracting, commercial construction, or public works projects is preferred.
• Comfort using AI tools responsibly to streamline drafting, organization, and administrative follow-up.

Schedule:

• 40 hours per week
• Monday to Friday
• 7AM - 4PM Pacific Standard Time Zone

Offer and Benefits:

• Weeks 1-4: $5 USD/hour
• Weeks 5-8: $6 USD/hour
• Weeks 9 onwards: $7 USD/hour