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Open nowFirst seen 14 hours ago

URGENT: Construction Executive Assistant (US construction experience is required)

WorkStaff36034 open roles

Pay
$5 – $7 an hour
Where
Toronto, ON, Remote
Work mode
Remote
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Your applicationOpen nowURGENT: Construction Executive Assistant (US construction experience is required)WorkStaff360 · Toronto, ON, Remote

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  2. CV RocketCV written for this posting.

  3. 25 readersRecruiter, hiring manager, skeptic. Round after round.

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The clock on this job

Early applications get read.

12.3% of postings close within 7 days. Measured by our own scanner across the market.

Share of postings closed within
  1. 2.1%1 day
  2. 4.5%3 days
  3. 12.3%7 days
  4. 19.3%14 days
  5. 35.6%30 days
  6. 57.8%60 days
This job: first seen 14 hours ago

The posting

  • Monitor and organize the General Manager's inbox; distinguish urgent project issues, owner/GC requests, subcontractor correspondence, and routine administrative messages.
  • Flag time-sensitive RFIs, submittal responses, change order correspondence, schedule notices, and requests requiring management review.
  • Draft professional emails, follow-ups, meeting requests, and routine correspondence for approval; communicate clearly with project managers, superintendents, subcontractors, vendors, and clients.
  • Track unanswered messages and help ensure important communications receive timely responses.
  • Manage the General Manager's calendar, appointments, and deadlines during California business hours.
  • Schedule internal meetings and calls with project teams, owners, general contractors, vendors, and trade partners.
  • Prepare agendas, attend virtual meetings as requested, capture decisions and action items, and distribute concise meeting minutes.
  • Send reminders and coordinate follow-up on commitments made during management and project-related meetings.
  • Maintain an organized list of the General Manager's priorities, delegated tasks, and outstanding action items.
  • Track administrative follow-ups related to RFIs, submittals, change orders, procurement requests, contract documents, and closeout items as directed.
  • Follow up with responsible team members on due dates and status updates without directing field work or making technical decisions.
  • Provide clear daily or weekly summaries of open items, overdue responses, and matters requiring the General Manager's attention.
  • Organize and file construction correspondence, drawings, specifications, meeting records, RFIs, submittals, change order documentation, and other project records.
  • Assist with preparing transmittals, logs, spreadsheets, letters, presentations, and routine administrative forms.
  • Maintain accurate naming conventions, document versions, contact lists, and shared folders; help route documents to the appropriate person for review.
  • Support meeting preparation, travel arrangements, scheduling, and general executive administrative needs.
  • Collect status updates from department leaders and project personnel as requested.
  • Prepare a concise weekly summary of outstanding action items, upcoming deadlines, critical correspondence, and issues needing leadership input.
  • Help the General Manager prepare for weekly discussions with the company President.

Hard Requirements:

  • Prior experience in construction administration, project coordination, or executive/administrative support within a construction company.
  • Working knowledge of construction terminology and workflows, including RFIs, submittals, change orders, drawings/specifications, subcontractors, trades, and trade responsibilities.
  • Excellent written and spoken English; professional communication and strong follow-through.
  • Proficiency in Microsoft Outlook, Excel, Word, and Teams; ability to manage shared files, calendars, and multiple priorities.
  • Strong organization, attention to detail, discretion with confidential information, and ability to work independently.
  • Availability and responsiveness during California business hours.
  • Experience supporting a construction executive, General Manager, or senior project leader at a U.S.-based contractor.
  • Familiarity with Procore, Bluebeam, Dropbox, or similar construction document-management tools is preferred.
  • Exposure to general contracting, electrical contracting, commercial construction, or public works projects is preferred.
  • Comfort using AI tools responsibly to streamline drafting, organization, and administrative follow-up.

Schedule:

  • 40 hours per week
  • Monday to Friday
  • 7AM - 4PM Pacific Standard Time Zone

Offer and Benefits:

  • Weeks 1–4: $5 USD/hour
  • Weeks 5–8: $6 USD/hour
  • Weeks 9 onwards: $7 USD/hour
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