Overview
Executive Assistant/Receptionist Jobs in Toronto, Ontario, Canada at Eastern Construction Company Limited
Title: Executive Assistant/Receptionist
Company: Eastern Construction Company Limited
Location: Toronto, Ontario, Canada
Executive Assistant/Receptionist
Position: Executive Assistant/Receptionist
Job Type: Full-Time
Primary Location: Scarborough, ON Head office (401 & Kennedy)
Reports to: Human Resources Manager
About Eastern Construction
At Eastern Construction, our Core Purpose is to enrich the lives of our employees. We lead, manage, and deliver complex construction projects across the Greater Toronto Area, operating under collaborative models such as Construction Management, Guaranteed Maximum Price, and Design-Build. With more than 1,000 projects completed over seven decades, we have earned reputation for delivering high-quality work, fostering strong partnerships, and supporting the long-term success of our people.
Our approach is guided by three Strategic Anchors:
- Best Construction Experience
- Exceptional People
- Unique Projects Built Right
Our culture and performance expectations are shaped by our Core Values: Responsive Team Player, Can-Do Attitude, and Unstoppable Drive. These values define how we work, collaborate, and deliver excellence.
Position Summary
Reporting to the HR Manager, the Executive Assistant / Receptionist provides professional administrative and executive support while managing front desk operations at Head Office. This role is responsible for coordinating executive-level activities, organizing meetings and events, and ensuring smooth daily office operations. The position plays a key role in reducing administrative burden for Executive Leadership Team by proactively managing priorities, maintaining confidentiality, and ensuring highly organized, efficient support across the organization.
Key Responsibilities
Executive & Administrative Support:
- Provide daily administrative support to ELT, including regular meetings with the President to review priorities and report results.
- Collect, coordinate, and distribute reports for monthly and ad hoc executive meetings.
- Take meeting minutes and distribute summaries as required.
- Manage dispersal of invitations, tickets, and event communications, track and report participation to the President monthly.
- Organize and coordinate executive correspondence, including holiday cards, event cards, and gifts for signing and distribution.
- Book travel, accommodations, off-site meetings, and venues for Executives and leadership teams.
- Coordinate golf events, charitable donations, and related requests as directed by the President.
- Order and coordinate lunches and meals for executive meetings.
- Plan and book venues and company events with minimal direction.
- Purchase and procure company merchandise as directed.
- Coordinate head office improvements, artwork installations, and general office enhancements.
Reception & Office Administration:
- Manage front desk operations, including phones, mail, deliveries, and visitor coordination.
- Track attendance for fire drills and emergency procedures.
- Order and maintain office supplies, refreshments, and kitchen inventory.
- Coordinate reception coverage when required, maintaining an approved coverage list across departments.
- Support general head office administrative functions to ensure a professional and welcoming environment.
Job Knowledge & Technical Skills
- Strong organizational and time-management skills.
- Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
- Experience booking travel, coordinating meetings, and managing executive calendars.
- Ability to prepare professional reports, summaries, and communications.
- Comfort working in a fast-paced, executive-facing environment.
Initiative & Self-Management
- Highly organized and detail oriented.
- Demonstrates efficiency and strong follow-through.
- Anticipates needs and takes initiative with minimal direction.
- Manages multiple priorities while maintaining professionalism.
- Always maintains strict confidentiality and sound judgment.
- Communicates clearly, directly, and respectfully.
Education, Experience & Skills
Education: College diploma or university degree in Business Administration, Office Administration, or related field preferred.
Experience:
- Minimum 3–5 years of experience in an Executive Assistant, Administrative Assistant, or Reception role supporting senior leadership.
- Experience working in a professional service, corporate, or construction environment is an asset.
- Demonstrated ability to manage confidential information with discretion.
- Strong written and verbal communication skills.
What we offer
- Competitive compensation package.
- Support and coaching from colleagues in the industry.
- Medical, dental and vision insurance for employees and their families.
- Mental health and well-being resources.
- Disability insurance.
- Life insurance.
- RRSP savings plan.
- Diversity and inclusion.
