Executive Assistant

Role Executive Assistant (Shared Support)

Job Location Waterloo, Ontario

Pay Band $35.00 – $40.00 per hour

Job Details Full-Time

Overview

DEI Consulting Engineers Inc. (DEI) is a professional mechanical and electrical consulting engineering firm providing services to architects and building owners in the building service industry since 1999. With a comprehensive list of completed projects ranging from residential, educational, institutional, recreational, and commercial, DEI has the experience to provide full service mechanical and electrical consulting for any building.

Role Overview

DEI's goal is to hire a dedicated, organized, and highly professional Executive Assistant to provide comprehensive administrative support to two senior executives. The ideal candidate will have proven experience in a fast-paced executive support role, preferably within the construction industry, and will demonstrate exceptional communication, organization, and prioritization skills.

The successful candidate will be required to:

• Work closely and effectively with two executives, ensuring they are fully prepared and informed at all times.
• Act as a primary point of contact for internal and external stakeholders, managing communications with professionalism and discretion.
• Screen, triage, and delegate emails and calls, ensuring timely follow-up and completion of required actions.
• Draft, review, and edit correspondence, including emails, letters, and reports.
• Manage and prioritize complex executive calendars, including scheduling meetings, appointments, focus time, project check-ins, and troubleshooting scheduling conflicts while maintaining seamless coordination.
• Track tasks, deadlines, and reminders to ensure initiatives move forward effectively.
• Arrange end-to-end travel accommodations, including flights, transportation, lodging, itinerary planning, and support for international travel logistics (currency, documentation, etc.).
• Ensure executives have all necessary information for smooth and efficient travel.
• Attend assigned meetings, document minutes, and track action items through completion.
• Prepare high-quality reports, presentations, and spreadsheets using Microsoft Word, Excel, and PowerPoint.
• Maintain an efficient system for filing, correspondence, and document retrieval (both electronic and physical).
• Process and track executive time and expense reports.
• Handle confidential communications with a high level of integrity and discretion.
• Provide general administrative assistance and perform additional tasks as assigned.

Qualifications:

• Minimum of three years providing high-level executive and administrative support or equivalent in the construction industry strongly preferred.
• Post secondary education in business administration or related field.
• Ability to prioritize tasks to meet deadlines and deliverable dates while working on a number of ongoing tasks.
• Expert proficiency with Microsoft Office software including Word, Outlook, Excel, PowerPoint, and other standard computer software programs (i.e. PDF editors).
• Strong organizational skills and an ability to be flexible.
• Strong interpersonal and communication skills both written and verbal, in person, phone, Microsoft Teams, and virtual meetings.
• High degree of professional integrity and sound judgement, discretion, professionalism, and extreme confidentiality are essential.
• Proven ability to meet tight deadlines while prioritizing and handling multiple projects simultaneously.
• Ability to work both independently and across teams and functions.
• Detail-obsessed, nothing goes unnoticed with impeccable follow up.
• Professional and poised, able to build trust across all levels, from junior staff to executives.
• A strategic doer, with the ability to see the big picture.
• Proactive and independent, anticipate needs and acts without waiting to be asked.

Application Process

Interested individuals are to send their cover letter and resume to Please note the position you are applying for in the subject line of your email. We appreciate the time and effort put forth by all applicants, however, only individuals selected for an interview will be contacted.

** Appropriate accommodations will be provided upon request throughout the hiring process as required under the Accessibility for Ontarians with Disabilities Act (AODA).