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Executive Assistant

2 weeks ago

Vaughan, Canada Northstar Drywall Full time

**About the Company**:
Northstar Drywall Inc. is a dynamic and growing drywall and construction company known for delivering high-quality craftsmanship and exceptional service. We specialize in residential and commercial drywall installation, taping, mudding, painting, and complete finishing solutions. As we expand, we’re looking for a reliable and organized Executive Assistant to help streamline operations and support the daily business functions.

**Position Summary**:
We are seeking a proactive and highly organized **Executive Assistant** to support the Owner/Director in managing day-to-day operations. This role is ideal for someone who thrives in a fast-paced environment, is detail-oriented, and has a strong understanding of the construction or trades industry.

**Key Responsibilities**:
**Administrative Support**:

- Manage calendar, schedule meetings, and coordinate appointments.
- Prepare estimates, invoices, and proposals using company templates.
- Maintain organized filing systems (digital and physical).

**Project Coordination**:

- Assist with tracking ongoing projects, including timelines, materials, and client communication.
- Coordinate with subcontractors, suppliers, and clients to ensure smooth operations.
- Monitor job progress and report updates to the owner.

**Office & Operations Management**:

- Order and track materials and supplies as needed.
- Maintain job site records, permits, and other documentation.
- Help manage workforce schedules and timesheets.

**Client Relations**:

- Serve as a point of contact for clients during and after project completion.
- Maintain professional communication and support a positive client experience.

**Financial Admin**:

- Assist with basic bookkeeping tasks, expense tracking, and HST/GST records.
- Follow up on accounts receivable and payable as required.

**Qualifications**:

- Previous experience as an Executive Assistant, Office Manager, or in a similar role (construction/trades background is an asset).
- Strong organizational, communication, and multitasking skills. (Fluent in Spanish & English is a plus)
- Proficiency in Microsoft Office Suite, Google Workspace, and estimating/invoicing software.
- Ability to handle confidential information with integrity.
- Knowledge of basic construction terminology and workflows is an advantage.
- Valid driver’s license and access to a vehicle is a plus.

**Work Environment**:

- Combination of remote and on-site work (as needed).
- Occasional travel to job sites or supplier locations.
- Flexible hours may be required during peak project periods.

**Compensation**:

- Opportunity for performance-based bonuses.
- Phone allowance and travel reimbursement (if applicable).

**Job Types**: Full-time, Part-time, Apprenticeship

Pay: From $18.00 per hour

Expected hours: 20 - 44 per week

Additional pay:

- Bonus pay

Schedule:

- 10 hour shift
- 12 hour shift
- 8 hour shift
- Monday to Friday
- Weekends as needed

Work Location: In person