Job Description

Position: Executive Assistant

Number of hours: 20 hours/week
Schedule: Canada Time Zone

Key Responsibilities

• Manage executives’ calendars, emails, and contacts to ensure efficient scheduling, prioritization, and communication flow.

• Oversee and track engineering project tasks, including managing timelines, invoicing processes, and disbursement tracking.

• Compose and edit professional correspondence, presentations, reports, and other documentation using appropriate business language.

• Streamline internal platforms, tools, and workflows to improve operational efficiency.

• Assist in preparing and formatting proposals, slide decks, and briefing materials for internal and external stakeholders.

• Maintain well-organized and accurate documentation across systems and platforms.

• Coordinate with cross-functional teams, vendors, and external stakeholders to ensure alignment and timely delivery of project milestones.

• Manage and maintain systems such as Notion and Office365 for task tracking, documentation, and communication.

Requirements:

• Proven experience as an Executive Assistant, Administrative Assistant, or in a similar support role.

• Proficient in Notion and Office365 (Outlook, Word, Excel, PowerPoint, Teams).

• Familiarity with engineering or other professional consulting services, projects or firms is a PLUS.

• Previous experience with membership based or educational services a PLUS

• Strong organizational and time-management skills with a meticulous attention to detail.

• Excellent written and verbal communication skills; professional and polished demeanor.

• Ability to work independently, take initiative, and anticipate executive needs.

• Strong understanding of corporate operations and internal workflows.

• High level of discretion and integrity when handling confidential information.

• Comfortable taking meeting minutes and producing clear summaries Self-motivated, dependable, and tech-savvy.