Job Title

Job descriptionCompany DescriptionZgemi Inc. is a construction management and full-service general contractor. We provide design, development, renovation, restoration, and remodeling for hospitality, residential, commercial, and institutional buildings. At Zgemi, every project step will be handled by our experienced Project Managers and construction team to ensure successful completion on budget, on time, and beyond expectations. Through a close working relationship with contractors, designers, architects, and engineers, we offer innovative solutions for projects. We constantly strive to provide on-site performance, prioritizing safety, optimum planning, and coordination.Job PurposeWe are seeking a highly organized and experienced Executive Assistant to support our senior executive team. This role is critical to maintaining smooth operations, handling both professional and personal tasks, and serving as the communication bridge between executives and internal/external stakeholders. The ideal candidate will thrive in a dynamic and fast-paced environment, demonstrating discretion, initiative, and exceptional attention to detail.Duties & Responsibilities Provide high-level administrative support to senior management on both business and personal matters Manage calendars, book travel arrangements, and coordinate internal and external meetings Prepare meeting materials, reports, legal documents, and contracts (e.g., CCDC forms) Handle confidential information with discretion and maintain organized filing systems Follow up on delegated tasks and ensure timely completion Coordinate document printing, scanning, and courier shipments Issue WSIB and insurance certificates for projects as needed Track and reconcile executive expenses; assist with invoice approvals and submissions Oversee office supply orders, tech purchases, and inventory Support IT troubleshooting and manage software accounts, subscriptions, and device setups Maintain office security systems including access cards, cameras, and alerts Coordinate with vendors for office maintenance, cleaning services, and aquarium upkeep Assist with event planning, corporate gatherings, and company-wide initiatives Organize and manage client gifts, including sourcing, packaging, and delivery Collaborate with internal teams on marketing, branded merchandise, and promotions Coordinate logistics for deliveries, vehicle bookings, and executive scheduling Support front desk operations when needed and assist staff with ad hoc requests Remain available for urgent or time-sensitive tasks, occasionally outside business hours Willing to travel occasionally to support off-site events, meetings, or special projectsWorking Conditions Full-time, on-site position at the Zgemi head office in Brampton, with a Monday to Friday schedule (4044 hours/week) Fast-paced, deadline-driven environment supporting multiple senior leaders Requires adaptability to shifting priorities and occasional after-hours availability for urgent or time-sensitive tasks Office-based with occasional errands or vendor coordination requiring brief travel (e.g., courier drop-offs, local purchases) Frequent use of computer systems, printers, and standard office equipment Physical activity may include light lifting, organize supplies, or set up for meetings and events High level of discretion and professionalism required when handling sensitive information Must be comfortable multitasking and balancing administrative, operational, and executive support duties simultaneouslyQualifications & Skills Required Minimum 35 years of experience as an Executive Assistant A degree n in Business Administration, Office Management, or a related field is preferred Exceptional organizational and time-management skills with the ability to prioritize and handle multiple tasks simultaneously Strong verbal and written communication skills; professional email and document drafting required High level of discretion and confidentiality when handling sensitive business and personal information Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and comfortable with tech troubleshooting Experience managing travel arrangements, meeting coordination, and calendar management for multiple executives Familiarity with project documentation and legal forms such as CCDC is an asset Strong problem-solving skills and ability to take initiative with minimal supervision Comfortable working in a fast-paced environment and adapting to last-minute changes Valid Ontario drivers license is an asset (for occasional errands, deliveries, or meeting coordination)Job type: Full-Time, Permanent, In personSalary: $55,000.00 to $70,000.00Job Type: Full-timePay: $55,000.00-$70,000.00 per yearBenefits:Company eventsDental careExtended health careSchedule:Monday to FridayWork Location: In person