Executive Assistant

Role Summary
We are seeking an Executive Assistant to join our team in Ottawa! The Executive Assistant provides day-to-day administrative support to three Executives, ensuring schedules, communications, and priorities are effectively managed. This role also supports organizational operations through coordination of meetings, documentation, and follow-up, while contributing to claims administration, contract tracking, and continuous improvement initiatives. Success in this role means strong executive support, seamless coordination, and well-organized processes that enable efficient decision-making and execution.

Why This Role Matters to Modern Niagara
This role is essential in supporting executive leadership and maintaining operational efficiency across the organization. By ensuring effective coordination, accurate documentation, and organized tracking of key activities such as claims and contracts, the Executive Assistant helps enable informed decision-making, supports project outcomes, and contributes to continuous improvement across teams.

Key Impact / Purpose

• Support executive effectiveness through proactive calendar, communication, and meeting management.
• Enable smooth organizational operations by ensuring accurate documentation, coordination, and follow-through on action items.
• Contribute to operational efficiency and continuous improvement by maintaining organized records (claims, contracts) and capturing lessons learned across projects.

Duties and Responsibilities: 

• Provide day-to-day support to three Executives, including calendar and email management, travel coordination, and expense report preparation
• Coordinate meetings, including scheduling, logistics, and preparation of materials
• Attend meetings to record minutes, track action items, and follow up on outstanding items
• Support insurance claims administration by tracking claims, coordinating with project teams to gather documentation, and maintaining electronic claim files
• Maintain and update an active contracts register, ensuring accurate tracking and organization
• Extract, consolidate, and organize lessons learned from projects to support continuous improvement initiatives

Must haves:  

• Experience providing administrative or executive support in a fast-paced environment
• Strong organizational skills with the ability to manage multiple priorities and deadlines
• Excellent written and verbal communication skills
• High attention to detail and ability to manage confidential information with discretion
• Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint) and calendar management tools

Nice to haves:

• Experience supporting multiple senior leaders or executives
• Familiarity with claims administration or contract tracking processes
• Experience capturing meeting minutes and tracking action items
• Exposure to construction, engineering, or project-based environments

This is a replacement position. Expected annual compensation; $65,000 - $85,000.

Modern Niagara offers a competitive total compensation package including:  

• Performance based bonus opportunities
• Defined Contribution Pension Plan with a generous employer contribution  
• Flexible Health and Dental benefits with tiered options to meet the needs of you and your family  
• An annual health spending account to support your overall wellness  
• 24/7 confidential support through our Employee and Family Assistance Program with access to comprehensive resources and professional services  
• A competitive vacation package with additional vacation granted throughout your tenure with the organization.  
• Employer Paid Parental Leave Top Up  
• Annual Community Day dedicated to volunteering and giving back to the communities where we live and work  
• Corporate Discounts through various vendors across Canada for programs such as fitness, mobile phones, travel, home and auto insurance and many others  

Here at Modern Niagara, because we know our people are the best in the industry, we pride ourselves on providing a total compensation package that rewards employees for their hard work and supports employees and their families in their overall wellbeing.   

About Modern Niagara 

Who We Are 

Modern Niagara helps building owners, managers, and general contractors meet the mechanical, and electrical needs of their buildings across Vancouver, Calgary, Edmonton, Toronto, Southwestern Ontario, and Ottawa. We are committed to having a positive and meaningful impact on Canada’s infrastructure — and on the communities where we live, learn, work, and heal. We build for life. 

Our Culture & Values 

We value passion, initiative, determination, professionalism, and teamwork. Health and safety are embedded in everything we do, and our award-winning safety culture consistently performs well above industry standards. 

Diversity, Equity & Inclusion at Modern Niagara 

We are committed to building a diverse, equitable, and inclusive organization where everyone has access to opportunity, feels a sense of belonging, and can thrive. We actively work to remove barriers faced by members of equity-seeking groups (including women, Indigenous, Black, racialized, 2SLGBTQIA+ people, people with disabilities, and newcomers to Canada) in the construction industry. We encourage applications from candidates of all backgrounds and lived experiences and are committed to a barrier-free hiring process. If you require accommodation at any stage of the recruitment process, please contact us at careers@modernniagara.com so we can make appropriate arrangements. 

We appreciate every applicant’s interest in joining Modern Niagara. Only those selected for an interview will be contacted.