About the Role
We are seeking a highly organized, proactive, and detail‑oriented Executive Assistant to support our Executive Team (Engineer/CEO and CAO) in a fast‑paced, growing engineering firm. The Executive Assistant will primarily support the Engineer, with additional support to the CAO and occasional assistance to the Project Operations Manager.
This role is ideal for someone who thrives in a dynamic environment, enjoys variety in their work, and can confidently manage competing priorities while maintaining professionalism and discretion. The Executive Assistant will play a key role in keeping leadership organized, informed, and operating efficiently. This position involves a blend of executive support, project coordination, document preparation, and general administrative duties.
Key Responsibilities
- Provide high‑level executive and administrative support to the Executive Team, primarily the Engineer, with additional support to the CAO and occasional assistance to the Project Operations Manager.
- Manage complex calendars, including scheduling, prioritizing, and coordinating meetings, and site visits
- Anticipate executive needs and proactively identify opportunities to optimize time, streamline communication, and improve workflows.
- Handle confidential and sensitive information with discretion, professionalism, and sound judgment.
- Oversee incoming and outgoing communications, including email management, phone calls, and follow‑ups.
- Prepare daily briefings, reminders, and updates to keep executives informed and organized.
- Draft, edit, and format correspondence, reports, proposals, and other business documents.
- Attend virtual client meetings with executive personnel and produce accurate, well‑organized meeting minutes for project records.
- Maintain organized filing systems for reports, meeting notes, emails, letters, and project documentation.
- Assist with project coordination, tracking deadlines, and supporting ad hoc operational initiatives.
- Maintain and update project trackers, follow‑up lists, and action items.
- Track, draft, and follow up on quotes, ensuring timely communication with clients and vendors.
- Support the preparation, drafting, and submission of bids, tenders, and related documentation.
- Conduct research and prepare summaries or reports based on executive needs.
- Provide collaborative support to the broader team, including occasional reception coverage when required.
- Maintain organized office processes, records, and documentation systems.
- Support internal communication, coordination, and workflow improvements across departments.
- Adapt to and manage ad hoc tasks efficiently while maintaining attention to detail and process consistency.
- Assist with miscellaneous administrative, operational, or project‑related tasks as assigned.
- Act as an extension of the Executives, representing them with tact, courtesy, and professionalism at all times.
Qualifications
- Experience supporting Executive-level Personnel OR an equivalent combination of academic and practical experience
- Strong attention to detail and commitment to accuracy.
- Exceptional organizational skills with the ability to manage multiple priorities.
- Strong written and verbal communication skills.
- High level of professionalism and discretion, with a demonstrated ability to maintain strict confidentiality when handling sensitive business, financial, employee, client, and project-related information.
- Proficiency with Microsoft Office (Outlook, Word, Excel, Teams).
- Experience drafting documents, reports, or proposals is an asset.
- Experience supporting senior leadership or working in a professional services environment is preferred.
- Demonstrated ability to work independently, anticipate needs, and take initiative.
Work Environment and Expectations
- This is a full-time, on-site position based in Tillsonburg, Ontario.
- The successful candidate must be comfortable working in a fast-paced office environment with competing priorities and time-sensitive requests.
- This position requires daily in‑office collaboration, including sharing an office space with the Engineer.
- Occasional flexibility may be required to support meetings, deadlines, or business needs.
Success in this Role
Success in this role depends on exceptional communication skills, professionalism, sound judgment, task prioritization, confidentiality, sensitivity, dedication, and initiative.
Accessibility and Accommodation
Balan Engineering is committed to providing an inclusive and accessible recruitment process in accordance with the Accessibility for Ontarians with Disabilities Act, 2005 (AODA). Accommodations are available upon request at any stage of the recruitment process. Applicants who require accommodation are encouraged to advise us so that appropriate arrangements can be made.
Posting Status: This posting is for an existing vacancy.
AI Use Disclosure: We do not use artificial intelligence to screen, assess, or select applicants. If this changes, applicants will be advised.
How to Apply
Please submit your resume via the application button . We thank all applicants for their interest; however, only those selected for an interview will be contacted.
Benefits:
- Casual dress
- Dental care
- Extended health care
- On-site parking
- Vision care
Ability to commute/relocate:
- Tillsonburg, ON N4G 2G2: reliably commute or plan to relocate before starting work (required)
Education:
- Secondary School (preferred)
Experience:
- Executive Assistant or related: 1 year (preferred)
Work Location: In person
