Office Manager / EA (Construction Company)

Job summary

Oversee daily office operations, administration, vendors, records, onboarding, and coordination with construction teams and external partners. Provide executive support to the Partner(s) by managing schedules, communications, meetings, documents, and special projects, while also assisting with recruitment, employee records, and HR administration.

Job details

About the Company Our client is a well-established mid-sized construction company with a strong reputation for delivering high-quality commercial, industrial, and institutional projects across the Greater Toronto Area. Due to continued growth, they are seeking an experienced Office Manager / Executive Assistant to oversee day-to-day office operations while providing high-level administrative support to the company executives. Position Overview The Office Manager / Executive Assistant serves as the central hub of the organization, ensuring the efficient operation of the head office while acting as a trusted right-hand support to the Partner(s). This role requires a highly organized, proactive, and professional individual capable of managing competing priorities in a fast-paced construction environment. This is an IN OFFICE role 5 days per week. Key Responsibilities Office Management Oversee the daily operations of the office, ensuring smooth and efficient business activities. Manage office administration processes, systems, and procedures. Coordinate office supplies, equipment, maintenance, and vendor relationships. Assist with onboarding new employees, workspace setup, and office orientation. Support company events, meetings, staff functions, and team-building activities. Maintain corporate records, policies, filing systems, and confidential documentation. Liaise with field staff, project teams, subcontractors, suppliers, and clients as required. Executive Assistant Support to the Partner(s) Manage the Partner's calendar, appointments, travel arrangements, and meeting schedules. Prepare meeting agendas, presentations, correspondence, reports, and other executive documents. Screen and prioritize emails, phone calls, and incoming requests. Coordinate internal and external meetings, including boardroom bookings and logistics. Take meeting minutes and track action items to completion. Assist with special projects, research assignments, and strategic initiatives. Maintain strict confidentiality regarding company, employee, and client information. Human Resources & Corporate Support Support recruitment activities including interview coordination and candidate communication. Maintain employee records and assist with benefits and HR administration. Support company compliance requirements and corporate initiatives. Qualifications 4+ years of experience as an Office Manager, Executive Assistant, or Senior Administrator. Previous experience within construction, engineering, development, or related industries is strongly preferred. Exceptional organizational, multitasking, and time-management skills. Strong verbal and written communication abilities. Advanced proficiency in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams. Experience working with accounting, project management, or construction management software is considered an asset. Professional, proactive, and highly discreet when handling confidential information. What You'll Receive Competitive salary and benefits package. Opportunity to work directly with senior leadership and influence business operations. Stable and growing organization with a strong project pipeline. Collaborative and entrepreneurial work environment. Long-term career growth opportunities within a respected construction company. This posting is for an existing vacancy with the organization. AI may be used to screen, assess or select applicants for the position.

What you’ll do

Oversee daily office operations, administration, vendors, records, onboarding, and coordination with construction teams and external partners. Provide executive support to the Partner(s) by managing schedules, communications, meetings, documents, and special projects, while also assisting with recruitment, employee records, and HR administration.

Requirements

Requires at least four years of experience as an Office Manager, Executive Assistant, or Senior Administrator; experience in construction, engineering, development, or a related industry is strongly preferred. Candidates should have strong organizational and communication skills, advanced Microsoft Office proficiency, discretion, and preferably familiarity with accounting, project management, or construction management software.

Benefits

• Competitive Salary
• Benefits Package
• Career Growth Opportunities

Listed skills

• document preparation · Preferred
• Office Administration · Preferred
• Microsoft Office · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Office Management
• Executive Assistance
• Calendar Management
• Travel Coordination
• Meeting Coordination
• Document Preparation
• Email and Phone Screening
• Minute Taking
• Action Item Tracking
• Office Administration
• Vendor Management
• Employee Onboarding
• Recruitment Coordination
• Human Resources Administration
• Microsoft Office
• Confidentiality

Job areas

• Administrative
• Construction
• Management & Leadership
• Human Resources

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