Construction Executive Assistant

What Will You Do at TPH?

• Manage the Vice President of Construction’s calendar, meetings, and travel arrangements ensuring their time is maximized for strategic decision-making.
• Prepare, review, and distribute meeting agendas, minutes, and reports.
• Handle incoming and outgoing correspondence, ensuring timely follow-up on critical matters.
• Draft emails, memos, and other communication on behalf of the Vice President of Construction.
• Assist with preparing and compiling construction-related documents and reports.
• Communicate project updates, deliverables, and action items between the VP and construction managers.
• Coordinate project documentation, including contracts, permits, schedules, and budgets.
• Organize and maintain project files, ensuring all records are accurate and up-to-date.
• Coordinate internal and external meetings, including project kick-offs, progress reviews, and site visits.
• Arrange logistics for team and client meetings, including room setup, and materials.
• Ensure effective communication between all project stakeholders.
• Address any concerns or inquiries in the VP’s absence and escalate as necessary.
• Oversee the preparation and organization of project contracts, change orders, and other legal documentation.
• Ensure compliance with company and industry standards for document control and management.
• Other responsibilities and directives as assigned

• Formal education in Construction Management, Business Administration or a related field is considered an asset
• Deep understanding of construction operations, processes, terminology, and project management principles is essential
• 3+ years of experience in an administrative or executive assistant role, preferably in a construction or project management environment
• Ability to manage multiple demands, work independently and meet deadlines
• Demonstrated ability to handle confidential information and ability to maintain professionalism in diverse circumstances
• Strong communication skills, written and verbal, to all levels of an organization including executives, vendors, clients and employees
• Excellent common sense and ability to make solid judgment calls independently
• Bilingualism (English and French) is considered an asset

• Balanced and flexible work hours
• Competitive compensation and benefits
• RRSP/DPSP program
• Laptop