Client Industry: Structural Engineering, Construction & Real Estate
Employment Type: Full-Time
Work Setup: Remote
Client Location: Canada
Salary
Role Summary
We are seeking a highly organized, proactive, and resourceful Executive Assistant to support the owner of a structural engineering practice, construction company, and rental property portfolio.
This role goes beyond traditional administrative support. You will serve as a trusted operational partner responsible for managing daily administrative responsibilities, improving business processes, coordinating communications, and helping build scalable systems across multiple businesses.
The ideal candidate enjoys bringing order to complexity, takes initiative without constant supervision, and is passionate about improving workflows that enable business growth.
Key Responsibilities
Executive & Administrative Support
- Manage and organize executive email communications.
- Prioritize incoming requests and daily administrative tasks.
- Maintain calendars, appointments, and meeting schedules.
- Prepare meeting agendas, notes, and follow-up action items.
- Organize digital files, documents, and business records.
- Draft correspondence, reports, and internal documentation.
- Coordinate administrative activities across multiple business entities.
- Handle confidential information with professionalism and discretion.
Property Management Support
- Respond to tenant inquiries in a timely and professional manner.
- Coordinate maintenance requests with vendors and contractors.
- Schedule property inspections and maintenance activities.
- Maintain property-related documentation and records.
- Assist with rental administration and operational coordination.
- Support the implementation of systems that improve property management efficiency.
Relationship & Communication Management
- Serve as a professional point of contact for clients, tenants, vendors, and business partners.
- Conduct follow-up communications as directed.
- Monitor inboxes to ensure timely responses and task completion.
- Maintain organized communication records.
- Help uphold a high standard of professionalism across all interactions.
Business Operations & Process Improvement
- Create, document, and maintain Standard Operating Procedures (SOPs).
- Identify inefficiencies and recommend process improvements.
- Assist in implementing administrative systems and workflows.
- Track recurring tasks and operational deadlines.
- Support ongoing business organization and scalability initiatives.
- Assist with future marketing, sales, and business development projects as business needs evolve.
Standards
Core Requirements
- Previous experience as an Executive Assistant, Administrative Assistant, Operations Assistant, or Virtual Assistant.
- Excellent organizational and time management skills.
- Strong written and verbal English communication skills.
- Exceptional attention to detail.
- Ability to manage multiple priorities across different business functions.
- Strong problem-solving and critical thinking abilities.
- High level of professionalism and discretion when handling confidential information.
- Self-motivated and able to work independently in a remote environment.
- Comfortable adapting to evolving business needs and priorities.
Technical Skills (Required or Strong Advantage)
- Google Workspace / Microsoft Office
- Email and calendar management
- Document organization and file management
- Standard Operating Procedure (SOP) documentation
- Project management tools
- Property management software
- CRM systems
- Canva (basic document or presentation creation)
- DocuSign or electronic signature platforms
Nice-to-Have
- Experience supporting executives managing multiple businesses.
- Background in construction, engineering, real estate, or property management.
- Experience coordinating vendors and contractors.
- Process improvement or operations management experience.
- Project coordination experience.
- Basic bookkeeping or administrative accounting knowledge.
- Experience creating business documentation and SOPs.
- Familiarity with rental property operations.
Work Ethic & Behavioral Expectations
- Highly organized and dependable.
- Proactive and able to anticipate needs before they arise.
- Detail-oriented with a strong commitment to accuracy.
- Professional, courteous, and an excellent communicator.
- Resourceful and solutions-focused when addressing challenges.
- Comfortable managing multiple priorities in a fast-paced environment.
- Adaptable to changing business needs and willing to take on new responsibilities.
- Committed to maintaining confidentiality and exercising sound judgment.
- Takes ownership of assigned work and consistently follows through to completion.
- Continuously seeks opportunities to improve systems, processes, and operational efficiency