Job Summary
Engineering by Houghton Inc. is an 11-person civil and structural engineering firm headquartered in Saint John, New Brunswick, serving communities across New Brunswick, Nova Scotia, and Prince Edward Island.
Our vision is to Build Life-Changing Communities.
We are a small, tight-knit team doing meaningful work in the communities where we live. We care about clarity, trust, practical follow-through, and building systems that help people do their best work.
We are hiring an Executive Assistant to the CEO/President to provide high-level executive support across EBH and related business priorities.
The right person will help create order, reduce noise, protect important time, and make sure commitments are clear, tracked, and completed. This is a high-trust role for someone who brings care, discretion, strong judgement, and steady follow-through.
Responsibilities
- As Executive Assistant to the CEO/President, you will help keep priorities, communication, meetings, and follow-through organized and moving. Your responsibilities will include:
- Build, maintain, and continuously refine the CEO/President’s calendar as the single source of truth for business commitments.
- Implement and protect the CEO/President’s weekly schedule structure, including focus blocks, batching rules, buffers, travel time, and preparation time.
- Schedule and coordinate meetings from start to finish, including participants, agendas, locations or links, materials, and confirmations.
- Review upcoming commitments in advance, identify conflicts early, and help resolve them before they become problems.
- Process and triage inbound communications so they are clear, organized, and ready for decision-making.
- Draft, send, and file responses on the CEO/President’s behalf using approved tone and templates.
- Escalate urgent or high-risk matters with concise summaries and recommendations.
- Prepare meeting briefs and collect required materials in advance.
- Capture meeting notes, decisions, and action items.
- Track assigned actions and follow up until completion.
- Plan and manage business travel logistics.
- Prepare and maintain trip files, calendar entries, and supporting details for business travel.
- Coordinate business events, stakeholder meetings, and related logistics.
- Maintain trackers for CEO/President priorities and business initiatives.
- Coordinate with employees, contractors, vendors, and partners to help advance deliverables.
- Surface risks, delays, or dependencies early, with proposed solutions where possible.
- Support business purchasing within delegated authority.
- Collect and reconcile business receipts and expense documentation.
- Coordinate with accounting and payroll systems as directed.
- Maintain organized digital records and filing systems.
- Create and update checklists, templates, and playbooks for recurring workflows.
- Uphold strict confidentiality, privacy, and cybersecurity standards.
- Perform other related duties as reasonably assigned that are consistent with the role and business scope.
Skills
The skills that will help someone succeed in this role include:
- Strong judgement with sensitive business information.
- Clear written communication, including the ability to summarize issues, draft responses, and document decisions.
- Strong calendar management and scheduling ability.
- Careful inbox and communication management.
- Strong follow-through, with the ability to track commitments until they are completed.
- Ability to prepare meetings, capture decisions, and keep action items moving.
- Practical organization of digital records, receipts, files, checklists, and recurring workflows.
- Comfort coordinating with employees, contractors, vendors, accountants, payroll providers, and other partners.
- Care and accuracy with business purchasing, receipts, expense documentation, and administrative records.
- Ability to notice risks, delays, conflicts, or unclear ownership early and communicate them clearly.
- Comfort learning and using systems such as Google Workspace, Microsoft 365, Teams, SharePoint, HubSpot, Xero, HubDoc, and Wagepoint.
- Discretion, integrity, and respect for confidentiality.
- Valid driver's license and vehicle
- Legal entitlement to work in Canada.
Pay: $60,000.00-$70,000.00 per year
Benefits:
- Casual dress
- Company events
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- RRSP match
- Vision care
- Wellness program
Work Location: In person
