URGENT: Construction Executive Assistant (US construction experience is required)

Department: Operations

Employment Type: Full Time

Location: Toronto, ON, Toronto, Remote

• Monitor and organize the General Managers inbox; distinguish urgent project issues, owner/GC requests, subcontractor correspondence, and routine administrative messages.
• Flag time-sensitive RFIs, submittal responses, change order correspondence, schedule notices, and requests requiring management review.
• Draft professional emails, follow-ups, meeting requests, and routine correspondence for approval; communicate clearly with project managers, superintendents, subcontractors, vendors, and clients.
• Track unanswered messages and help ensure important communications receive timely responses.
• Manage the General Managers calendar, appointments, and deadlines during California business hours.
• Schedule internal meetings and calls with project teams, owners, general contractors, vendors, and trade partners.
• Prepare agendas, attend virtual meetings as requested, capture decisions and action items, and distribute concise meeting minutes.
• Send reminders and coordinate follow-up on commitments made during management and project-related meetings.
• Maintain an organized list of the General Managers priorities, delegated tasks, and outstanding action items.
• Track administrative follow-ups related to RFIs, submittals, change orders, procurement requests, contract documents, and closeout items as directed.
• Follow up with responsible team members on due dates and status updates without directing field work or making technical decisions.
• Provide clear daily or weekly summaries of open items, overdue responses, and matters requiring the General Managers attention.
• Organize and file construction correspondence, drawings, specifications, meeting records, RFIs, submittals, change order documentation, and other project records.
• Assist with preparing transmittals, logs, spreadsheets, letters, presentations, and routine administrative forms.
• Maintain accurate naming conventions, document versions, contact lists, and shared folders; help route documents to the appropriate person for review.
• Support meeting preparation, travel arrangements, scheduling, and general executive administrative needs.
• Collect status updates from department leaders and project personnel as requested.
• Prepare a concise weekly summary of outstanding action items, upcoming deadlines, critical correspondence, and issues needing leadership input.
• Help the General Manager prepare for weekly discussions with the company President.

Hard Requirements:

• Prior experience in construction administration, project coordination, or executive/administrative support within a construction company.
• Working knowledge of construction terminology and workflows, including RFIs, submittals, change orders, drawings/specifications, subcontractors, trades, and trade responsibilities.
• Excellent written and spoken English; professional communication and strong follow-through.
• Proficiency in Microsoft Outlook, Excel, Word, and Teams; ability to manage shared files, calendars, and multiple priorities.
• Strong organization, attention to detail, discretion with confidential information, and ability to work independently.
• Availability and responsiveness during California business hours.
• Experience supporting a construction executive, General Manager, or senior project leader at a U.S.-based contractor.
• Familiarity with Procore, Bluebeam, Dropbox, or similar construction document-management tools is preferred.
• Exposure to general contracting, electrical contracting, commercial construction, or public works projects is preferred.
• Comfort using AI tools responsibly to streamline drafting, organization, and administrative follow-up.

Schedule:

• 40 hours per week 
• Monday to Friday
• 7AM - 4PM Pacific Standard Time Zone
  
  

Offer and Benefits:

• Weeks 1–4: $5 USD/hour 
• Weeks 5–8: $6 USD/hour 
• Weeks 9 onwards: $7 USD/hour