Executive Personal Assistant

Executive Personal Assistant to the Owner

Location: Mississauga, ON (Greater Toronto Area)Job Type: Full-Time, PermanentSalary: Starting at $35,000.00 -$45,000 per year (based on experience)

About the Role

We are seeking a highly organized, proactive, and dependable Executive Personal Assistant to support the owner of a growing construction company. This position is ideal for someone who enjoys staying organized, anticipating needs, and keeping both business and personal matters running seamlessly.

As the owner’s right-hand person, you will play a key role in managing day-to-day operations, coordinating schedules, handling administrative responsibilities, and ensuring nothing falls through the cracks. The ideal candidate is professional, detail-oriented, resourceful, and capable of working independently while maintaining complete confidentiality.

Experience in the construction industry is considered a strong asset but is not required.

Key Responsibilities

Executive & Personal Support

• Manage and maintain the owner’s calendar using Microsoft Outlook and Google Workspace.
• Schedule appointments, meetings, site visits, and travel arrangements.
• Book flights, hotels, restaurants, transportation, and other reservations.
• Coordinate personal appointments, errands, and day-to-day scheduling.
• Anticipate scheduling conflicts and proactively resolve them.
• Track important deadlines, reminders, and follow-up items.

Administrative Support

• Screen and manage incoming phone calls, emails, and correspondence professionally.
• Prepare letters, reports, presentations, meeting agendas, and other business documents.
• Perform data entry, filing, document management, and proofreading.
• Maintain organized digital and physical filing systems.
• Handle confidential information with the highest level of discretion.
• Coordinate mail, courier services, and office administration.

Business Operations

• Follow up with clients, consultants, subcontractors, suppliers, and vendors.
• Assist with permits, project documentation, contracts, and general office administration.
• Coordinate electronic document signing through platforms such as DocuSign.
• Assist with bookkeeping duties, including invoicing, expense tracking, and basic record keeping using QuickBooks (an asset).
• Support special projects, meetings, and company events as required.
• Research products, services, pricing, vendors, and solutions to support business operations.
• Help streamline processes and improve efficiency throughout the office.

Office Management

• Ensure the office remains organized and operating efficiently.
• Order and maintain office supplies.
• Welcome visitors and create a professional first impression.
• Support daily administrative functions as needed.

Qualifications

• 1–3 years of experience as a Personal Assistant, Executive Assistant, Administrative Assistant, or in a similar role.
• Previous office administration experience is highly preferred.
• Experience in the construction industry is considered an asset.
• Strong knowledge of Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and Google Workspace.
• Experience with QuickBooks and DocuSign is an asset.
• Excellent written and verbal communication skills.
• Strong organizational, planning, and multitasking abilities.
• Exceptional attention to detail and accuracy.
• Ability to prioritize multiple tasks in a fast-paced environment.
• Professional, trustworthy, and able to maintain confidentiality.
• Valid G Driver’s Licence and reliable transportation are considered an asset.

Who We’re Looking For

We’re looking for someone who naturally takes initiative and enjoys making life easier for others. The ideal candidate is dependable, resourceful, and thrives in a fast-paced environment. You’re someone who notices the little things, stays one step ahead, and enjoys solving problems before they become problems.

If you’re the type of person who loves organization, keeps everything on track, and takes pride in being the person others rely on, we’d love to meet you.

Compensation & Benefits

• Starting salary of $35,000 per year, based on experience.
• Paid vacation.
• Performance-based salary reviews and opportunities for growth.
• Stable, full-time employment.
• Opportunity to grow within a rapidly expanding construction company.
• Supportive and professional team environment.

Pay: From $35,000.00 per year

Benefits

• Casual dress
• On-site parking

Work Location: Hybrid remote in Toronto, ON M6S 2T7