Executive Assistant

Company Overview Greycor Projects is a leader in high-end residential and commercial renovations throughout the Lower Mainland. We pride ourselves on delivering exceptional quality, craftsmanship, and service. Our culture is collaborative, performance-driven, and rooted in integrity. Every team member plays a role in building lasting structures and relationships that reflect our commitment to excellence. Position Summary The Executive Assistant is the CEO’s right hand, a true extension of leadership who operates seamlessly across the office, the job site, and the digital backend of the business. This is a full-time, fast-paced role that blends administrative precision, communications ownership, operational support, on-site coordination, and creative production. The ideal candidate is organized, observant, proactive, and tech-savvy. They thrive in motion, capture information on the fly, and make sure every conversation, task, and directive becomes action. They love structure but are energized by the dynamic nature of construction and leadership, and they are equally comfortable drafting an email, handling a client phone call, running a calendar, editing a video, or optimizing a web page. Above all, this person owns the CEO’s day-to-day so the CEO can stay focused on growth, clients, and craftsmanship. Core Mandate Be the single point of accountability for the CEO’s inbox, phone, calendar, follow-ups, and digital presence. If it touches the CEO’s time, attention, or communications, it runs through this role first. Key Responsibilities 1. Communications Ownership Email - Fully manage the CEO’s inbox, triage, filter, prioritize, and respond on the CEO’s behalf. - Maintain a zero-inbox routine; nothing sits unanswered or unacknowledged. - Target: within 3 months, confidently answering the majority of emails independently, confirming proprietary or sensitive details with the CEO before replying. - Draft clear, professional correspondence in the CEO’s voice for clients, suppliers, trades, and staff. Text Messages - Monitor and respond to text messages on behalf of the CEO, clients, suppliers, trades, and team. - Flag anything urgent or personal for the CEO immediately; handle the rest directly. - Keep a log of key conversations so context is never lost. Phone Calls - Take and make phone calls with clients, vendors, and trades on the CEO’s behalf. - Represent the CEO professionally, reflect how the CEO would handle the conversation in tone and intent. - Capture call notes, decisions, and commitments, and turn them into tasks and follow-ups immediately. Follow-Ups - Own all follow-ups, with clients, suppliers, workers, and internal team members. - Nothing slips: every commitment made by or to the CEO is tracked to completion. - Proactively re-engage stalled conversations, pending quotes, and outstanding decisions. 2. Calendar & Time Management - Fully run the CEO’s calendar, book, move, confirm, and protect time. - Design the week using “Perfect Week” principles, balancing site visits, meetings, admin, and focus time. - Book all appointments: client meetings, site visits, trade coordination, personal commitments. - Coordinate efficient routing across Lower Mainland job sites to minimize windshield time. - Deliver a daily briefing each morning: today’s priorities, meetings, locations, and what must get done. - Keep the CEO on track throughout the day, reminders, nudges, and end-of-day wrap-ups on what was completed and what rolls forward. 3. Administrative & Organizational Support - Handle all administrative tasks that would otherwise pull the CEO out of high-value work. - Organize materials, documents, receipts, contracts, and reference files so everything is easy to find. - Maintain a clean digital backend, shared drives, cloud folders, JobTread records, and project documentation. - Capture, categorize, and file receipts and expenses. - Prepare meeting agendas, take minutes, and summarize follow-up items for execution. - Proactively create tasks based on conversations with clients, suppliers, and workers. - Store and retrieve information from conversations between the CEO and others so context is always available. 4. On-Site Partnership & Project Execution - Accompany the CEO to project sites, client meetings, and walkthroughs as needed. - Act as the CEO’s “shadow” on site, document discussions, capture action items, and log them in JobTread. - Translate site walkthrough directives into clean, assigned tasks in JobTread for the relevant team members. - Own follow-up on every task that comes out of a site visit, nothing is missed or delayed. - Support project tracking, documentation, and coordination between office and site teams. - Follow up with the Operations Manager and field staff to confirm completion of assigned tasks. 5. Client Care & Customer Follow-Up - Follow up with customers throughout and after projects to maintain strong relationships. - Check in on satisfaction, outstanding items, and warranty-period questions. - Respond to inbound client inquiries promptly and professionally. - Represent the CEO in client communication when appropriate, reinforcing consistency and professionalism. 6. Media Capture & Video Production - Take high-quality photos and videos of project progress, site details, finished work, and the CEO’s on-site explanations. - Edit video content for social media, marketing, and internal training use. - Maintain organized media libraries, raw footage, edited clips, stills, and final assets. - Ensure all media aligns with Greycor’s visual and brand standards. 7. Social Media & Online Presence - Post regularly across Greycor’s social media platforms (Instagram, Facebook, TikTok, LinkedIn, etc.). - Plan, schedule, and publish content that highlights projects, craftsmanship, and company culture. - Monitor comments and DMs; respond in brand voice and escalate anything that needs the CEO’s attention. - Keep the Google Business profile current with photos, posts, and updates. 8. Website & SEO - Maintain and update the Greycor website, project galleries, service pages, and content refreshes. - Own basic website SEO: page titles, meta descriptions, alt text, keyword optimization, and local SEO signals. - Coordinate with any outside web or SEO vendors as needed. - Track performance (rankings, traffic, leads) and flag opportunities to improve. 9. Digital Systems & Confidentiality - Maintain organized records, contracts, meeting notes, and project documentation across all systems. - Ensure clean, secure filing and disciplined data management - Uphold strict confidentiality across all executive, company, and client matters. North Star Principles - Protect the CEO’s Time , keep the CEO focused on what truly drives growth and quality. - Operate with Clarity , communicate precisely and document everything. - Respond with Excellence , reflect Greycor’s professionalism in every message and action. - Be Proactive , anticipate needs, identify gaps, and take initiative. - Drive Action , turn every conversation, walkthrough, and meeting into real execution. - Own the Backend , keep the CEO’s systems, files, and follow-ups airtight. Qualifications - 3–5 years of experience as an executive assistant, project coordinator, or operations support role, construction industry experience is a strong asset. - Excellent written and verbal communication skills; comfortable writing and speaking on behalf of leadership. - Confident on the phone with clients, trades, and suppliers. - Tech-savvy: Microsoft Office, Outlook/Gmail, shared drives, and modern cloud tools. - Familiarity with project management software (such as JobTread or similar) is a strong asset. - Proficiency with AI platforms (e.g., ChatGPT, Claude, and similar tools) is considered a strong asset, including the ability to use them effectively to improve productivity, problem-solving, and workflow efficiency. - Hands-on with photo/video capture and editing tools (e.g., CapCut, Adobe Express, Premiere, Canva). - Comfortable managing social media accounts and publishing to multiple platforms. - Working knowledge of website content management (WordPress, Squarespace, or similar) and basic SEO. - Extremely organized, detail-obsessed, and able to juggle many open loops without losing track. - Proactive problem-solver who takes initiative and closes loops without being asked. - High sense of accountability, discretion, and professionalism. - Valid driver’s license and willingness to travel daily to project sites in the Lower Mainland. Compensation & Details - Full-time, permanent position based in Surrey, BC. - Competitive salary commensurate with experience. - Standard business hours with flexibility for field schedules and company events. - Works directly with the CEO, on-site, in-office, and in the digital backend of the business.