Forge Recruitment
About
Our client, a prominent construction company, is looking to hire a fully on-site Executive Assistant.
The Executive Assistant will provide high-level executive support and be the primary point of contact on all matters related to the Senior Vice President’s office.
This role is critical in supporting business operations, coordinating administrative tasks, and fostering a culture of professionalism and excellence.
What You Will Be Working On:
Leadership & Collaboration
- Support a culture of integrity and the highest ethical standards.
- Handle confidential and sensitive information with discretion and care.
- Collaborate with the SVP’s direct reports and other team members to ensure seamless support of the Operations Group.
Executive & Administrative Support
- Anticipate and proactively address the SVP’s daily and future needs.
- Manage the SVP’s calendar, acting as a gatekeeper to optimize scheduling and time allocation.
- Oversee front desk operations, including managing the office receptionist, providing desk coverage when needed, and responding to general reception inquiries.
- Screen calls, emails, and messages; route correspondence and respond to inquiries.
- Draft confidential and professional communications, including reports, memos, and meeting materials.
- Coordinate and manage domestic travel arrangements (airfare, hotels, car rentals).
- Prepare and submit accurate and timely expense reports.
- Monitor and manage meeting requests, calendars, and materials.
- Organize internal and external meetings, including logistics such as room bookings, catering, and document prep.
- Plan and execute office events (e.g., employee recognition, birthdays, engagement activities).
- Provide additional administrative support across the Operations Group as needed.
- Take on other special projects assigned by the SVP.
What We Are Looking For:
Experience:
- 10-15 years of experience supporting senior executives in a corporate environment.
- Previous experience in the construction industry is considered an asset.
Skills & Attributes:
- Advanced proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook, Visio).
- Exceptional professionalism, discretion, and confidentiality.
- Excellent written and verbal communication skills.
- Highly organized with strong attention to detail.
- Proactive mindset and strong follow-through skills.
- Ability to manage shifting priorities and tight deadlines in a fast-paced environment.
- Positive attitude with strong interpersonal skills and the ability to build relationships across all levels.
- Flexibility to accommodate meetings across time zones or outside standard business hours.
- Strong critical thinking and problem-solving skills.
