Executive Assistant

Executive Assistant to the CEO

Company Overview

Greycor Projects is a leader in high-end residential and commercial renovations throughout

the Lower Mainland. We pride ourselves on delivering exceptional quality, craftsmanship,

and service. Our culture is collaborative, performance-driven, and rooted in integrity.

Every team member plays a role in building lasting structures and relationships that reflect

our commitment to excellence.

Position Summary

The Executive Assistant acts as the CEO's right hand, an extension of leadership who is

present both in the office and on job sites. This is a full-time, fast-paced position that

combines administrative precision, operational support, and on-site coordination. The ideal

candidate is organized, observant, and tech-savvy, someone who thrives in motion, can

capture information on the fly, and ensures that every conversation, task, and directive

becomes action. This role is ideal for someone who loves structure but is energized by the

dynamic nature of construction and leadership.

- Key Responsibilities

Executive & Administrative Support

• Manage the CEO's email inbox and communications; filter, prioritize, and respond on

behalf of the CEO as needed.

• Maintain a zero-inbox routine twice daily (morning and end of day).

• Draft clear, professional correspondence and follow up on open tasks, commitments, and

discussions.

• Prepare meeting agendas, take minutes, and summarize follow-up items for execution.

• Keep the CEO organized, informed, and focused on top priorities.

On-Site Partnership & Project Execution

• Accompany the CEO daily to project sites, meetings, and client visits.

• Act as the CEO's "shadow," documenting discussions, capturing action items, and ensuring

they are recorded accurately in JobTread.

• Take ownership of following up on tasks discussed during site walkthroughs — ensuring

nothing is missed or delayed.

• Front conversations and represent the CEO when appropriate, reinforcing professionalism

and consistency.

• Support project tracking, documentation, and coordination between office and site teams.

Scheduling & Calendar Management

• Design and manage the CEO's schedule using "Perfect Week" principles to balance

fieldwork, meetings, and administrative time.

• Coordinate travel, client appointments, and internal meetings — ensuring efficient routing

and scheduling for daily site visits.

• Provide daily briefings outlining top priorities, meetings, and logistics.

Operations & Coordination

• Support job tracking, documentation, and reporting in JobTread and other project systems.

• Communicate with vendors, clients, and team members to clarify next steps and update

progress.

• Capture and categorize receipts, expenses, and site documentation.

• Follow up with the Operations Manager or field staff to ensure completion of assigned

tasks.

Media & Marketing

• Take high-quality photos and videos of project progress, site details, and the CEO's

explanations for internal training and marketing purposes.

• Edit and organize media content, then publish updates to social media platforms, Greycor's

website, and the Google Business profile.

• Maintain organized digital media folders and ensure all content aligns with Greycor's

visual and brand standards.

• Collaborate with leadership to plan and schedule content that highlights company

projects, craftsmanship, and culture.

Digital Systems & Confidential Information

• Maintain organized records, contracts, meeting notes, and project documentation in

shared drives and cloud platforms.

• Ensure clear, secure filing and data management practices.

• Uphold strict confidentiality across all executive, company, and client matters.

North Star Principles

1. Protect the CEO's Time — Keep them focused on what truly drives growth and quality.

2. Operate with Clarity — Communicate precisely and document everything.

3. Respond with Excellence — Reflect Greycor's professionalism in every message and

action.

1. Be Proactive — Anticipate needs, identify gaps, and take initiative.

2. Drive Action — Translate every conversation, walkthrough, and meeting into real

execution.

Qualifications

• 3–5 years of experience as an executive assistant, project coordinator, or operations

support in construction or a similar field.

• Strong organizational and communication skills — both written and verbal.

• Tech-savvy: comfortable using Microsoft Office, Outlook, JobTread, and social media

platforms.

• Experience with photo/video capture and basic editing tools (e.g., Canva, CapCut, or Adobe

Express).

• Confident working in a mix of office and field environments.

• High sense of accountability, discretion, and attention to detail.

• Must hold a valid driver's license and be comfortable traveling daily to project sites in the

Lower Mainland.

Compensation & Details

• Full-time, permanent position based in Surrey, BC.

• Competitive salary commensurate with experience.

• Standard business hours, with flexibility for field schedules and company events.

• Work directly with the CEO on-site and in-office nearly full-time.