Executive Assistant to the President

Bolton

Full-time · Permanent

Reports To -President

2fawcett International is pleased to be partnering with a leading Canadian construction and civil engineering company who provide construction services across infrastructure, ICI and civil projects. The company is built on strong relationships, professionalism, safety, and quality workmanship.

About the Role

We are seeking a highly organized and proactive Executive Assistant to the President to provide administrative, operational, and communication support in a fast-paced construction business environment. This role is ideal for a professional, detail-oriented, and trustworthy individual who can support a business owner with day-to-day priorities. The Executive Assistant will help manage schedules, communications, documents, meetings, follow-ups, and general office coordination. The role will also provide support with basic social media and company marketing activities, helping promote the company’s projects, company updates, and brand presence online.

Key Responsibilities

Executive & Administrative Support

• Provide direct administrative support to the President.
• Manage calendars, meetings, appointments, and daily scheduling.
• Prepare, edit, and organize emails, letters, reports, presentations, and other business documents.
• Assist with follow-ups on behalf of the President with internal teams, clients, vendors, subcontractors, and business partners.
• Screen and prioritize calls, emails, and requests.
• Coordinate meetings, including booking rooms, preparing agendas, taking notes, and tracking action items.
• Maintain confidential company and executive information with professionalism and discretion.
• Assist with travel arrangements, reservations, event planning, and other executive needs.
• Organize and maintain digital and physical files.

Business & Office Coordination

• Support the President with daily business operations and administrative priorities.
• Track outstanding items, deadlines, approvals, and follow-ups.
• Assist with coordinating documents for projects, vendors, clients, and internal departments.
• Communicate with staff, management, and external contacts in a professional manner.
• Help prepare information for meetings, proposals, company updates, and presentations.
• Support general office administration as needed.

Social Media & Marketing Support

• Assist with creating and posting basic social media content for platforms such as LinkedIn.
• Help collect project photos, company updates, employee highlights, and event content.
• Work with internal teams to gather information for posts and marketing materials.
• Draft captions and simple company announcements.
• Help maintain a professional and consistent company brand online.
• Support website or marketing updates when required.
• Coordinate with external marketing vendors, photographers, or designers when needed.

Qualifications

• Minimum 3–5 years of experience as an Executive Assistant, Administrative Assistant, Office Coordinator, or similar role.
• Previous experience supporting a President, business owner, senior executive, or leadership team is strongly preferred.
• Post-secondary education in Business Administration, Office Administration, Communications, Marketing, or a related field is preferred.
• Experience working in a small-to-medium-sized business is considered an asset.
• Experience in the construction, civil, engineering, trades, or related industry is an asset but not required.
• Strong experience managing calendars, scheduling meetings, preparing documents, and handling executive-level follow-ups.
• Excellent written and verbal communication skills.
• Strong organizational and time-management skills with the ability to manage multiple priorities.
• High level of professionalism, discretion, and confidentiality.
• Strong attention to detail and ability to work independently with minimal supervision.
• Proficient with Microsoft Office, including Outlook, Word, Excel, PowerPoint, and Teams.
• Basic knowledge or hands-on experience with social media platforms, including LinkedIn, Instagram, and Facebook.
• Experience creating simple social media posts, captions, company announcements, or marketing content is an asset.
• Valid driver’s licence and access to a vehicle is an asset, depending on business needs.

Skills & Competencies

• Strong communication skills
• Discretion and confidentiality
• Organization and follow-up
• Problem-solving
• Professionalism
• Attention to detail
• Adaptability
• Social media awareness
• Ability to take initiative
• Strong judgment and common sense

Working Conditions

• Full-time, in-office position.
• Monday to Friday schedule.
• Occasional flexibility may be required depending on executive or business needs.
• Fast-paced office environment within the construction industry.