Executive Assistant

Overview

Executive Assistant

Role At a Glance

The Executive Assistant (EA) provides high-level Administrative, organizational, and Operational support to the Civil Engineering Director. This in-office role is critical to ensure the Director can focus on strategic leadership, client relationships, and business growth. The EA acts as a trusted partner, managing priorities, coordinating communications, and supporting internal operations in a fast-paced, professional services environment.

You’ll Love This Role If

You are customer service focused

You work well independently and within a team environment

You have strong communication and interpersonal skills

What You Will Do

• Provide proactive, confidential support to the Director, anticipating needs and managing priorities.
• Manage the Director’s calendar, meetings, travel arrangements, and time commitments.
• Act as primary conduct to the Director and hub of the civil Engineering team. The candidate will need to be approachable with a team-first approach to the position.
• Prepare agendas, briefing notes, presentations, and follow-up action items.
• Act as a liaison between the Director and internal teams, clients, and external stakeholders.
• Track strategic initiatives, deadlines, and deliverables on behalf of the Director.
• Support other senior leaders within the civil team.
• Draft, edit, and manage professional correspondence, reports, and presentations
• Screen and prioritize emails, calls, and requests
• Coordinate leadership meetings, board meetings, and client meetings
• Take accurate meeting minutes and ensure follow-up on action items
• Support day-to-day business operations in a growing engineering consulting environment. Driving and following up on invoicing, revenue recognition, forecasting, WIP analysis.
• Assist with document formatting, project coordination, and submission support
• Maintain organized digital and physical filing systems
• Support internal processes related to HR, finance, and compliance e.g., onboarding coordination, expense tracking, contract administration)
• Coordinate internal projects, schedules, and resources as directed
• Assist with planning company events, training sessions, and team meetings
• Support cross-functional collaboration between engineering, project management, and administration teams
• Handle sensitive business, financial, and personnel information with discretion
• Exercise sound judgment and professionalism in all interactions

What You Bring to the Table

• 10+ years of experience as an Executive Assistant, Senior Administrative Assistant, or similar role
• Experience supporting senior leadership in a professional services, consulting, or technical environment
• Exceptional organizational and time-management skills
• Strong written and verbal communication skills
• High level of discretion and confidentiality
• Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint)
• Proficiency with ERP and CRM software.
• Experience with project management or collaboration tools (e.g., MS Teams, SharePoint, HUB Planner)
• Strong document formatting and presentation skills

Preferred

• Experience in Engineering, Architecture, Construction, or Consulting firms
• Familiarity with proposal processes, contracts, or project-based organizations
• Post-secondary education in Business Administration or related field

Personal Attributes

• Proactive, detail-oriented, and highly reliable.
• Able to manage multiple priorities in a deadline-driven environment.
• Professional, approachable, calm, and adaptable.
• Strong interpersonal skills and ability to work with diverse technical teams.

Life atWalterFedy

As a national, innovative, multi-discipline design and construction collective, our ambition goes beyond great design – we are here to enhance the world around us. We need a team of agile, ambitious, and big-picture thinkers who share our drive to harness our collective talents to do something bigger.

Our team is made up of the industry's best. We share a common commitment to questioning the ordinary, infusing everything we do with creativity, and challenging our industry to redefine what’s possible.

Join us as we move past working for a living, and toward building better communities with smart, influential design.

How to Apply

Please apply with your resume and use the link at the top of this page. You will be redirected to our internal application platform.

WalterFedy strives to create a culture of inclusivity and diversity. We strongly encourage applications from all qualified individuals, including those from groups traditionally underrepresented in the workforce. We are committed to equal opportunity hiring practice and will not discriminate on the basis of race, religion, colour, creed, national origin, citizenship, status, age, sex, gender identity/expression, marital or domestic partnership status, or disability.

Should you require an accommodation to participate in the application process, please contact hr@walterfedy.com or call 519-576-2150.

Thank you for your interest in WalterFedy!

Please note that we utilize AI-powered tools to enhance our recruitment process. These tools assist us in managing applications efficiently and ensuring a fair evaluation of all candidates. Rest assured, every application is reviewed by our recruitment team, and AI is used to support, not replace, our human decision-making.