Is this you?
Do you enjoy being the person people can count on?
Are you naturally organized and often thinking three steps ahead?
Do you notice the details others miss and take pride in keeping things running smoothly?
Do you enjoy variety in your work and find satisfaction in solving problems, improving processes, and helping others succeed?
Can you move from coordinating travel arrangements, to reviewing a corporate filing, to organizing an employee event, all while maintaining a calm and professional approach?
Do you genuinely care about the workplace, the people in it, and the experience of those you interact with every day?
If so, we'd love to hear from you.
At Theodore Builders, the Executive Assistant plays an important role in supporting the President & CEO and helping keep the organization running effectively. This position touches many areas of the business, including executive support, office operations, corporate administration, human resources administration, marketing coordination, and special projects.
We're looking for someone who enjoys taking ownership, anticipates needs before they become problems, and finds fulfillment in helping a team succeed. Someone who is resourceful, dependable, and takes pride in their work- not because they have to, but because that's simply who they are.
Key Responsibilities
Executive Support
- Manage the President & CEO's calendar, travel arrangements, communications, and administrative priorities.
- Coordinate meetings, prepare materials, and assist with special projects.
Corporate Administration
- Maintain corporate records, annual filings, registrations, licenses, memberships, and compliance documentation across multiple entities.
Office Operations
- Support the day-to-day administration of the office, including vendor coordination, subscriptions, account management, company assets, and general office functions.
Human Resources, Payroll & Benefits Administration
- Assist with onboarding, offboarding, employee records, benefits administration, payroll reporting, and policy management.
- Coordinate employee benefit programs and maintain related documentation.
WCB & Insurance Administration
- Assist with Workers' Compensation Board (WCB) reporting, annual filings, claims administration, and related documentation.
- Support corporate insurance administration and maintain records as required.
Marketing & Business Support
- Coordinate branding initiatives, promotional materials, social media administration, company events, employee recognition, and client gifting.
Property Administration
- Assist with the administration of company-owned properties, including rent rolls, utilities, vendor coordination, invoices, assessments, and related documentation.
Safety & Compliance Support
- Support inventory tracking, safety equipment coordination, and administrative compliance requirements.
Special Projects
- Provide support on a variety of projects and initiatives as business needs evolve.
Qualifications
- Post-secondary education in Business Administration, Office Administration, Human Resources, Accounting, Communications, or a related field is considered an asset.
- Minimum 5 years of experience in an Executive Assistant, Office Manager, Administrative Coordinator, or similar role.
- Exceptional organizational and time management skills with the ability to manage multiple priorities.
- Strong written and verbal communication skills.
- Proficiency with Microsoft Office, Google Workspace, and cloud-based business software.
- Ability to maintain confidentiality and exercise sound judgment.
- Experience with employee benefits, WCB administration, corporate filings, or construction administration is considered an asset.
- Strong attention to detail and commitment to accuracy.
- Ability to work independently and take ownership of responsibilities.
Pay: $75,000.00 per year
Benefits:
- Dental care
- Disability insurance
- Extended health care
- Life insurance
- Vision care
Work Location: In person
