Job Title: Executive Assistant
Reporting to: Enri Rexhamataj
NOC Code: 12100 – Executive assistants
# of Openings: 1
Type of Position: Full-time, non-seasonal
No. of positions: 1
Term: Permanent
Language of work: English
Salary: $36.50 per hour
Benefits: N/A, 4% vacation pay, discretionary bonus
Hours: 40 hours per week
Employer: 2435930 Ontario Inc. dba EcoStar Insulation
Business Address: 2-4490 Chesswood Drive, North York, Ontario, M3J 2B9
Work Location: 2-4490 Chesswood Drive, North York, Ontario, M3J 2B9
Website address: https://www.ecostarinsulation.ca/
Contact email: enri@ecostarinsulation.ca
Description of company (Name, location, markets/services, etc.)
Established in 2008, EcoStar Insulation specializes in high-performance insulation solutions across Toronto, the Greater Toronto Area (GTA), and surrounding communities. With a focus on spray foam insulation, EcoStar is committed to enhancing energy efficiency, indoor comfort, and building safety for both residential and commercial clients
EcoStar's mission is to deliver affordable, customized insulation services that reduce seasonal energy costs, improve indoor acoustics, and meet fire protection requirements.
For more information about EcoStar Insulation please visit: https://www.ecostarinsulation.ca/about/ .?
Job Summary:
EcoStar Insulation is a leading provider of energy-efficient insulation solutions across the Greater Toronto Area. With a commitment to high-performance building practices and sustainable materials, we help clients improve energy efficiency, comfort, and long-term property value. As our operations continue to grow, we are seeking a highly organized and detail-oriented Executive Assistant to join our team.
The Executive Assistant will play a critical role in ensuring the smooth execution of project activities and will act as a central point of coordination between internal departments, subcontractors, clients, and vendors. This position is ideal for a self-starter with excellent communication skills and the ability to support fast-paced, client-driven operations. The successful candidate will contribute directly to the success of EcoStar’s projects by enabling the Project Manager to focus on strategic and technical oversight while delegating time-sensitive administrative and logistical tasks.
Duties and responsibilities may include some or all of the following:
Providing high-level administrative and operational support to a senior Project Manager, ensuring efficient coordination of tasks and smooth execution of insulation projects.
Establishing and maintaining administrative systems, processes, and procedures to support project planning, execution, and reporting.
Managing the Project Manager’s calendar, scheduling appointments, and coordinating meetings with internal teams, clients, vendors, and external stakeholders.
Preparing meeting agendas, taking detailed minutes, and tracking action items to ensure timely follow-ups.
Drafting, proofreading, and finalizing correspondence, reports, and internal documents.
Assisting in preparing project proposals, job-costing documents, client quotes, and progress reports.
Communicating directly with subcontractors, suppliers, and clients on behalf of the Project Manager to confirm scheduling, resolve issues, and relay updates.
Tracking and monitoring key project milestones and deadlines, and helping ensure deliverables are met on time and within scope.
Maintaining organized digital and hard copy filing systems for contracts, permits, invoices, and project records.
Coordinating with internal departments such as accounting, procurement, and customer service to streamline communication and support project needs.
Managing expense reports, project budgets, supply orders, and invoice tracking.
Taking initiative to identify opportunities for greater efficiency and suggesting process improvements to support EcoStar’s operational excellence.
Performing other administrative duties as assigned.
Qualifications:
Minimum Bachelor’s degree in finance, business administration, project management, or a related field
1+ year of experience in an administrative or executive assistant role, ideally in a construction, trades, or project-based environment
Strong organizational and multitasking abilities, with excellent attention to detail
Clear and professional written and verbal communication skills
Proficiency in Microsoft Office Suite is an asset
Discretion in handling confidential information
Ability to anticipate needs, take initiative, and work independently in a fast-paced environment
How to Apply:
Please forward your cover letter and resume by email to enri@ecostarinsulation.ca with the heading “Executive Assistant” in the subject line in order to be considered for the position. Please apply by email only.
We appreciate all expressed interest in this position, however, only the candidates selected for interview will be contacted.
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