Executive Office Assistant

2 weeks ago

London, Canada The GeoFocus Group Full time

Company Description

The GeoFocus Group is a results-driven leader in construction management, recognized for its ability to execute complex, time-sensitive, and technically challenging projects. Our portfolio includes the recovery and completion of distressed, delayed, and troubled developments, as well as CMHC MLI Select purpose-built rentals and midrise new construction across the Industrial, Commercial, and Institutional (ICI) sectors.

We combine decades of hands-on field experience with advanced planning, data-driven decision-making, and disciplined execution.

We are seeking a highly organized and proactive Executive Assistant to support the Senior Management Team, including the CEO and COO, in addressing the day-to-day operational and administrative needs of the office. This is a full-time, in-office position based in Vaughan, Ontario, with projects located throughout the province. Intermittent travel may be required to assist with executive meetings or project coordination.

The successful candidate will play a key role in ensuring the efficiency and effectiveness of senior leadership by managing schedules, communications, and administrative processes that allow the CEO and COO to focus on strategic priorities and project execution.

Responsibilities include:

- Managing complex calendars, including scheduling meetings, appointments, and travel arrangements.
- Prioritizing and coordinating daily workflows, deadlines, and commitments for senior executives.
- Monitoring, organizing, and reviewing emails and correspondence to ensure timely responses and efficient communication.
- Preparing, formatting, and proofreading documents, presentations, and reports for both internal and external use.
- Coordinating executive and project meetings, including agenda preparation, minute taking, and follow-up on action items.
- Acting as a liaison between the senior management team and project managers, consultants, clients, and administrative staff.
- Maintaining confidential records, contracts, and corporate files with accuracy and discretion.
- Assisting with expense tracking, procurement coordination, and document control.
- Supporting the preparation of proposals, RFP responses, and project-related communications.
- Anticipating the needs of the senior management team and proactively identifying opportunities to improve workflow efficiency.

Qualifications

- Minimum 7–10 years of executive or administrative support experience, preferably within the construction management, development, or engineering sectors.
- Demonstrated ability to manage multiple priorities, deadlines, and communications in a fast-paced, dynamic environment.
- Exceptional organizational skills with strong attention to detail and follow-through.
- Proficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint).
- Professional written and verbal communication skills, including strong business correspondence abilities.
- Discretion and sound judgment in handling confidential and sensitive information.
- Diploma or degree in Business Administration, Executive Office Management, or related field preferred.

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