Executive Assistant

About the Role

We are seeking a highly organized, reliable, and proactive Executive Assistant to support company leadership with administrative, scheduling, coordination, and health & safety responsibilities. This role plays an essential part in keeping day-to-day operations running smoothly by acting as a central communication point between leadership, the Shop Foreman, and other management personnel. The Executive Assistant will primarily report to the CAO.

Beyond traditional administrative support, the Executive Assistant will occasionally assist one of the owners with various coordination tasks both inside and outside the workplace. These responsibilities are strictly professional and focused on improving operational efficiency, reducing workload, and ensuring daily priorities stay on track.

This position also includes light marketing and social media support, such as creating and posting updates and project highlights on Facebook or other platforms to maintain a consistent online presence.

The ideal candidate is adaptable, detail-oriented, and eager to contribute to a fast-paced, hands-on work environment.

Key Responsibilities:

Administrative & Executive Support

• Manage calendars, appointments, scheduling, travel itineraries and daily planning.
• Organize meetings, prepare agendas, take notes, and assist with follow-up task tracking.
• Prepare and proofread documents, reports, and correspondence with attention to detail.
• Screen, prioritize, and respond to emails, messages, and phone calls - whilst ensuring proper phone and email etiquette.
• Prepare reports, correspondence, spreadsheets, and office documents.
• Handle confidential information with discretion.
• Take on routine tasks to help reduce leadership workload and maintain an efficient workflow.
• Manage basic bookkeeping tasks, Receive Payments, provide receipts, report remittances.
• Support front desk operations as needed, including greeting visitors and managing incoming inquiries.
• Review and Finalize Repair orders and Invoicing

Leadership & Owner Support

• Assist one of the owners with coordinating business-related tasks both on-site and occasionally off-site.
• Use of personal vehicle for company-related errands; mileage reimbursement provided. (If company vehicle not available)
• Support daily planning, logistics, and organizational needs that improve operations.
• Maintain consistent communication to ensure priorities and responsibilities stay on schedule.

Coordination & Communication

• Serve as a communication bridge between leadership, the Shop Foreman, and other management staff.
• Assist with operational planning, scheduling, and day-to-day coordination.
• Track deadlines, follow-ups, and the progress of ongoing tasks.
• Help maintain organized workflows and ensure timely communication across departments.

Marketing & Social Media Support

• Create and publish company updates, project highlights, and announcements on Facebook and other social media platforms.
• Maintain a professional and consistent online presence.
• Assist with basic marketing ideas and internal promotional content.

Health & Safety Coordination

• Assist in updating and maintaining health & safety policies and documentation.
• Prepare materials and bring health & safety updates or issues to meetings.
• Coordinate with the Shop Foreman, the designated Health & Safety Representative.
• Track, manage, and organize safety documentation, reports, training records, and compliance files.
• Help ensure all safety records and policies remain current and accessible.

General Office Duties

• Maintain organized digital and physical filing systems.
• Perform clerical tasks such as printing, scanning, document preparation, and data entry.
• Support general office operations to maintain an efficient working environment.

Qualifications

• Experience as an Executive Assistant, Administrative Assistant, or similar role preferred.
• Strong written and verbal communication skills.
• Excellent organizational, multitasking, and time-management abilities.
• Proficiency with Google Workspace (Gmail, Docs, Sheets, Calendar, Drive), Microsoft Word, Excel, and general office software.
• Familiarity with Facebook posting and basic social media use.
• Valid Class 5 Driver's License required.
• Ability to use a personal vehicle for business-related errands (mileage reimbursed).
• Ability to work independently and maintain professionalism.
• Experience in construction, shop operations, or safety coordination is an asset but not required.

Job Type: Full-time

Pay: From $20.00 per hour

Expected hours: 40 – 44 per week

Benefits:

• Company events
• Dental care
• Disability insurance
• Employee assistance program
• Extended health care
• Mileage reimbursement
• On-site parking
• Vision care
• Wellness program

Application question(s):

• Willingness to use Personal Vehicle with Mileage Reimbursement for Work Related tasks?

Education:

• Secondary School (preferred)

Experience:

• Administrative: 1 year (preferred)

Licence/Certification:

• Class 5 Licence (required)

Work Location: In person