Executive Assistant

Overview

Civicon Corporation, based in Bolton, Ontario, is a reputable Canadian construction and civil engineering firm specializing in infrastructure, concrete forming, sewer and watermain, industrial, commercial, and civil projects. With a strong emphasis on professionalism, safety, and quality craftsmanship, the company is seeking a highly organized Executive Assistant to provide comprehensive administrative, operational, and communication support in its dynamic construction environment.

Key Responsibilities

• Offer direct administrative assistance to the President, including managing appointments, calendars, meetings, and daily schedules.
• Prepare, revise, and organize business correspondences such as emails, letters, reports, and presentations.
• Follow up on various matters with internal teams, clients, vendors, subcontractors, and partners, ensuring timely actions.
• Screen and prioritize phone calls, emails, and requests professionally and efficiently.
• Coordinate meeting logistics—reserving rooms, setting agendas, taking meeting minutes, and tracking action items.
• Handle confidential company and executive information with utmost discretion.
• Arrange travel, accommodation, events, and other executive necessities.
• Maintain both digital and physical filing systems in an organized manner.
• Support daily business operations by overseeing deadlines, outstanding tasks, approvals, and document coordination among projects, vendors, and internal teams.
• Communicate effectively with staff, management, and external contacts.
• Assist in preparing proposals, company updates, and presentation materials.
• Contribute to social media and marketing efforts by creating and posting content on platforms like LinkedIn, gathering project photos and updates, drafting captions and announcements, and maintaining consistent brand presence online.
• Collaborate with internal teams and external vendors such as photographers and designers when necessary for marketing initiatives.

Qualifications

• 3 to 5 years experience in roles such as Executive Assistant, Administrative Assistant, or Office Coordinator.
• Prior experience supporting senior executives, presidents, business owners, or leadership is strongly preferred.
• Post-secondary education in Business Administration, Office Administration, Communications, Marketing, or related disciplines is advantageous.
• Experience within small to medium-sized businesses is a plus.
• Exposure to construction, civil engineering, trades, or related industries is beneficial but not mandatory.
• Proficiency managing calendars, meetings, document preparation, and executive follow-ups.
• Strong written and oral communication skills coupled with excellent organizational and multitasking abilities.
• High professional integrity with the ability to handle confidential information sensitively.
• Attention to detail, independence, and minimal supervision capability.
• Proficient in Microsoft Office suite including Outlook, Word, Excel, PowerPoint, and Teams.
• Basic familiarity with social media platforms such as LinkedIn, Instagram, and Facebook, including hands-on experience creating posts and marketing content.
• Possession of a valid driver’s license and vehicle access considered an asset depending on business requirements.

Skills and Attributes

• Excellent communication and interpersonal skills.
• Strong discretion and respect for confidentiality.
• Efficient organizational and follow-up practices.
• Problem-solving aptitude and professionalism.
• Detail-oriented with the flexibility to adapt to changing priorities.
• Proactive approach and sound judgment.
• Awareness of social media trends and platforms.