Entry level admin assistant Jobs in Oakville, ON

Job Description
For more than 50 years, the building team has given life to countless construction projects, distinguished by the high quality of their work, meeting the highest standards in the industry and seeking environmental certifications. Engineers, architects and other building specialists work with heart and enthusiasm to meet deadlines and exceed customer expectations, while improving the well-being of communities.

Office buildings, hospitals and research centers, educational establishments, residential buildings, hotels, shopping centers, factories, sporting and cultural centers, our team excels in erecting these places using state-of-the-art tools and space. human at the heart of its concerns by advocating an innovative collaborative approach.

We are currently looking to add an Operations Assistant to support the Regional Vice President - Building.
**This position will be based at our Mississauga office.**

Position Summary

The Operations Assistant provides administrative and operational support to the Regional Vice President. This role goes beyond traditional executive assistance, acting as a key partner in managing day-to-day business activities, coordinating projects and priorities, and supporting technical and operational workflows across the business unit.

The ideal candidate is highly organized, proactive, and capable of handling both executive support tasks and more complex operational responsibilities in a fast-paced construction environment.

Key Responsibilities

Executive & Administrative Support

• Manage VP’s calendar, scheduling, and meeting coordination across multiple projects and stakeholders
  
• Coordinate travel, site visits, and logistics
  
• Prepare agendas, presentations, and meeting materials
  
• Take meeting notes and track action items to completion
  
• Screen and prioritize communications, including emails and calls
  
• Handle confidential and sensitive information with discretion
  

Operational & Technical Support

• Assist in tracking project performance metrics, budgets, and key deliverables
  
• Support preparation and review of reports (e.g., project status reports, financial summaries, dashboards)
  
• Coordinate with project managers, site teams, and corporate functions to gather and organize information
  
• Help manage workflows, ensuring priorities are aligned and deadlines are met
  
• Support contract administration tasks, document control, and compliance tracking
  
• Assist with bid/tender documentation and internal approvals where required
  

Business Unit Coordination

• Act as a liaison between the VP and internal/external stakeholders
  
• Help drive follow-ups on strategic initiatives and operational priorities
  
• Coordinate internal meetings, leadership reviews, and project updates
  
• Identify process inefficiencies and support continuous improvement efforts
  
• Assist in onboarding new team members and coordinating team communications
  

Special Projects & Strategic Support

• Support execution of special projects and high-priority initiatives
  
• Conduct basic research, data analysis, and preparation of briefing materials
  
• Help develop presentations for senior leadership and executive meetings
  
• Provide ad hoc support on business planning, forecasting, and operational reviews
  

Requirements

• 3–7+ years of experience in an administrative, operations, or project coordination role (construction or related industry preferred)
  
• Strong organizational and time management skills with the ability to manage competing priorities
  
• Proficiency in Microsoft Office (Excel, PowerPoint, Word) and project management tools
  
• Ability to understand and work with technical and financial project information
  
• Excellent written and verbal communication skills
  
• High level of professionalism, discretion, and attention to detail
  
• Self-starter with a proactive, problem-solving mindset
  

Key Traits for Success

• Anticipates needs rather than reacting to requests
  
• Comfortable working with both field teams and corporate leadership
  
• Able to translate high-level direction into actionable next steps
  
• Strong follow-through and accountability
  
• Thrives in a fast-paced, dynamic environment
  

Why This Role Matters

This position is critical to enabling the VP to operate at a high level by ensuring priorities are executed, communication flows efficiently, and operational details are managed effectively across the business.

Benefits

• 4 weeks of annual vacation;
  
• Complete group insurance program upon entry;
  
• Group RRSP with employer contribution to a Deferred Profit Sharing Plan (DPSP);
  
• 24 hour access to a virtual doctor (telemedicine);
  
• Training and development programs;
  
• Employee assistance program;
  
• Active social club and health and wellness committee;
  
• Diverse, innovative and stimulating environment;
  
• A company built on values of respect, integrity and a job well done;
  
• Corporate Clothing Program;
  
• Firm recognized as one of Canada’s Best Managed Companies.
  

In accordance with applicable pay transparency legislation, EBC Inc. has included the expected salary range for this role, which is $45,000 - $75,000. Compensation within the range is determined based on relevant experience, qualifications, localization, and internal equity. Base salary is one component of EBC’s comprehensive total rewards offering, which may include performance-based incentives, extended health and wellness benefits, retirement savings programs, and career development opportunities.

As part of our commitment to fair and transparent hiring practices, EBC may use artificial intelligence (AI) tools to support the candidate pre-screening process. These tools are used responsibly and in accordance with applicable privacy laws as well as EBC’s policies. Final decisions always remain the responsibility of our qualified talent acquisition professionals.


Requirements
3–7+ years of experience in an administrative, operations, or project coordination role (construction or related industry preferred) - Strong organizational and time management skills with the ability to manage competing priorities - Proficiency in Microsoft Office (Excel, PowerPoint, Word) and project management tools - Ability to understand and work with technical and financial project information - Excellent written and verbal communication skills - High level of professionalism, discretion, and attention to detail - Self-starter with a proactive, problem-solving mindset Key Traits for Success - Anticipates needs rather than reacting to requests - Comfortable working with both field teams and corporate leadership - Able to translate high-level direction into actionable next steps - Strong follow-through and accountability - Thrives in a fast-paced, dynamic environment