Executive Assistant - Newmarket

This is an exciting opportunity for an experienced and professional Executive Assistant to provide administrative support to the Executive Team based in the Newmarket area. The ideal candidate will confidently perform a wide range of administrative and support activities to an executive team with varied needs and priorities. The ability to interact with staff (at all levels) in a fast-paced environment, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism is crucial to this role.

To summarize, an Executive Assistant within a contract should be expected to provide temporary, high-level administrative and project support to the executives, including managing complex schedules, arranging travel, handling confidential communications, and assisting with special projects. This role requires strong organizational skills, discretion, and the ability to adapt quickly to support executives in their daily duties and strategic goals.

General duties:

-Executive & Administrative Support for the leadership team

-Manage calendars, scheduling, and meeting logistics for multiple C-Suite executives (CEO, COO, CFO, etc.).

-Coordinate and prioritize competing demands, ensuring executives are briefed and prepared for meetings, site visits, and presentations.

-Draft, edit, and proofread executive correspondence, internal memos, proposals, and reports.

Handle highly confidential information with discretion (e.g., contracts, personnel, acquisitions and financial data).

-Arrange domestic and international travel logistics, including site visits to major project locations for Executives and other company staff.

-Support executives in tracking progress on key infrastructure projects—maintaining dashboards, milestone schedules, and KPI reports.

-Liaise with project managers, estimators, and site staff to gather updates and prepare executive summaries.

-Assist in preparing internal and client presentations using data from construction management systems (e.g., Procore, Jonas etc. ).

-Follow up on project action items and ensure executive directives are implemented across departments.

-Act as the point of contact between the C-Suite and senior-level clients, subsidiaries, government agencies, and subcontractors.

-Coordinate high-level client meetings, steering committees, and industry events.

-Coordinate internal meetings and events (semi annual construction meeting, company lunches, executive retreats, executive leadership meetings, anniversary events etc.)

-As required attend off site meetings and after hour events (leadership retreats etc.)

-Assist the Communications & Administration Business Partner to ensure client-facing materials align with corporate branding and contractual requirements.

-Assist with budget tracking, expense reporting, and invoice processing for executive accounts.

-Complete, update and maintain corporate revenue projection tracking chart to assist with financial projections;

-Coordinate review and signature of contracts, NDAs, and project agreements.

-Support the CFO or finance department with project financial summaries, forecasts, and capital expenditure tracking.

-Support strategic initiatives such as mergers/acquisitions, prequalification submissions, or business development efforts.

-Participate in internal communications—helping craft executive updates, town hall messages, and quarterly reports.

-Maintain organizational charts, corporate records, and licensing/compliance documents.

-Coordinate C-Suite participation in industry associations

-Maintain a general understanding of construction terminology, project delivery methods, and safety/compliance protocols.

-Stay informed on key company projects, bid pursuits, and market trends in infrastructure, heavy civil, and mechanical works.

-Support technical proposal development and ensure alignment with company capabilities and past performance.

-Assist C Suite staff to prepare for performance reviews.

-Assist in rolling out company initiates.

-Take meeting minutes as required for C Suite and Executive Leadership meetings.

-Assist Atlantic Canada operations as required

-Assist with afterhours emergencies and issues as required.

-Other tasks as required or assigned to assist with operations.

Key Traits:

-Strong organizational and time-management skills under fast-paced, high-pressure conditions.

-Exceptional communication and interpersonal skills for interacting with executives, engineers, clients, and field staff.

-Proactive problem-solving and the ability to anticipate needs before they arise.

-High degree of professionalism, confidentiality, and judgment.

-Willingness to learn and adapt

-High degree of confidentiality

-Proficiency in Microsoft Office Suite, project management tools, and construction-related platforms.

If you feel that you would like to explore the potential of this opportunity, then I encourage you to apply privately.

Please send your resume in WORD format to: [email protected]

Apply with confidence as Harbinger Network respects your privacy and will keep your application private and confidential. While only qualified candidates will be contacted for an interview, be sure to continually check out website for other related positions as they are posted. www.harbingernetwork.ca

Disclosure:
This posting represents an active and genuine vacancy with one of Harbinger Network’s clients and is not
for speculative or pipeline recruitment. Harbinger Network and/or our Clients may use AI-assisted tools to
support the screening and evaluation of applications; however, these tools are not intended to replace the
Hiring Manager’s judgement or decision-making in the hiring process.