Executive Assistant & Project Administrator

Description

Maclab Development Group is seeking an Executive Assistant & Project Administrator to provide high-level, proactive support to the President & CEO, VP Land Development and VP Operations. 

This is not a traditional administrative position. We are looking for a resourceful, highly organized professional who anticipates needs, creates order from complexity, protects executive time, and keeps priorities moving forward. The successful candidate will be a trusted partner to the executive team and someone who is equally comfortable coordinating a complex calendar, preparing meeting packages, following up on project actions, arranging travel, and stepping in to resolve the unexpected with discretion and sound judgment.

The role combines executive support, project administration, office coordination, and occasional confidential personal assistance related to executive and family travel, scheduling, and other approved matters.

The person in this role will be trusted with sensitive information and expected to exercise the highest standard of confidentiality, professionalism, and care.

roles & responsibilities

Executive Support

• Provide proactive, high- quality administrative support to the President & CEO, Vice President Land Development, and Vice President Operations.
• Manage complex and changing calendars, meetings, appointments, deadlines, and competing priorities.
• Coordinate internal and external meetings, including invitations, agendas, meeting materials, room arrangements, technology requirements, and follow-up actions. 
• Prepare, format, proofread, and distribute correspondence, reports, presentations, briefing notes, meeting packages, and other executive materials.
• Monitor and prioritize incoming communications, identify matters requiring executive attention, and ensure timely follow-up where appropriate.
• Coordinate business travel, accommodations, ground transportation, itineraries, expense documentation, and related logistics.
• Maintain accurate, confidential, and well-organized electronic and physical files, records, and contact lists.
• Manage expense tracking, invoice processing, credit-card reconciliations, and submission of expense claims in accordance with company procedures.
• Act as a professional and welcoming point of contact for clients, partners, consultants, suppliers, and other stakeholders.

Project Administration

• Coordinate administrative requirements for executive-led initiatives, development projects, special assignments, and internal priorities.
• Track decisions, action items, deliverables, deadlines, and outstanding follow-ups across multiple projects.
• Prepare project meeting agendas, minutes, status summaries, and supporting documentation.
• Assist with the coordination of consultants, contractors, municipal, community-engagement, and stakeholder meetings as required.
• Support document control and ensure that executive and project materials are current, accurate, accessible, and appropriately confidential.
• Identify gaps, bottlenecks, or risks in administrative and project workflows and recommend practical improvements.
• Bring structure and accountability to competing priorities while maintaining flexibility as business needs evolve.

Office and Team Coordination

• Help maintain a highly organized, professional, and efficient office environment.
• Coordinate selected office operations, vendors, supplies, facilities requests, team events, and internal communications.
• Support internal engagement activities, leadership meetings, company events, and employee communications.
• Develop and maintain practical administrative processes, templates, checklists, and procedures that improve consistency and efficiency.
• Work collaboratively with employees across the organization and contribute positively to a supportive, service-oriented culture.

Confidential Personal Assistance

• Provide occasional personal administrative support to executives, as approved, including coordinating personal and family travel, reservations, appointments, schedules, and other time-sensitive logistics.
• Handle personal information, travel details, and confidential family-related arrangements with exceptional discretion, care, and professionalism.
• Clearly distinguish between business and personal requests and maintain accurate records and appropriate approvals when required.

What You Bring

• Five or more years of progressive experience supporting senior executives in an Executive Assistant, Senior Administrative Assistant, Project Administrator, or similar high-trust role.
• Demonstrated experience supporting more than one executive and managing complex, competing, and rapidly changing priorities.
• Exceptional organizational, planning, and time-management skills, with a strong ability to anticipate needs before they become urgent.
• A calm, solutions-focused approach and the confidence to exercise sound judgment, take initiative, and resolve issues independently.
• Excellent written and verbal communication skills, including a strong eye for detail, grammar, formatting, and presentation quality.
• Proven ability to manage confidential information with maturity, discretion, and integrity.
• Advanced proficiency with Microsoft 365, including Outlook, Word, Excel, PowerPoint, Teams, SharePoint, and other digital calendar and document-management tools.
• Experience preparing professional executive-level documents, presentations, agendas, meeting materials, and correspondence. 
• Strong project-coordination skills, including the ability to track deliverables, action items, deadlines, and multiple workstreams.
• A polished, approachable, and professional service orientation with strong relationship-building skills.
• Post-secondary education in business administration, office administration, project coordination, communications, or a related field is an asset.
• Experience in real estate development, construction, property management, professional services, or a similarly fast-paced environment is an asset.

The person we are looking for...

You are known for being the person others rely on when details matter and deadlines are tight. You are highly dependable, composed under pressure, and able to shift seamlessly between executive-level priorities and practical day-to-day needs.

You do not wait to be told every step. Instead, you are naturally curious, proactive, and comfortable asking the right questions. You take pride in being prepared, organized, responsive, and one step ahead. You understand that excellent executive support requires not only administrative skills but also judgment, discretion, diplomacy, and the ability to build trust.

Most importantly, you are looking for a role where you can make a meaningful contribution, become an indispensable partner to a leadership team, and bring energy, professionalism, and order to a dynamic organization.