Location: Toronto, ON

Work arrangement: In-person

Reports to: Principals The Position

Mission Critical Engineers is seeking an Executive Associate to provide high-level, confidential support to the Principals and senior management.

This is a high-trust, high-exposure role supporting the Principals and senior management across all business sectors, including client matters, proposals, contracts, project administration, finance and accounting support, HR administration, and executive communications.

The successful candidate will be highly organized, commercially aware, proactive, dependable, and comfortable coordinating priorities and communications across a growing engineering firm serving the data centre, mission-critical infrastructure, and forensic engineering sectors.

Responsibilities

- Provide confidential, high-level administrative and coordination support to the Principals and senior management.
- Manage calendars, meetings, travel, correspondence, action items, reminders, and competing business priorities.
- Prepare meeting agendas, briefing materials, presentations, correspondence, reports, meeting minutes, and follow-up action logs.
- Coordinate meetings and communications with clients, contractors, consultants, OEMs, legal counsel, accountants, vendors, and internal staff.
- Support client and business-development activities, including proposal coordination, client correspondence, presentations, meeting preparation, and follow-up.
- Coordinate the preparation, review, formatting, submission, and tracking of proposals, qualifications packages, expressions of interest, and related client materials.
- Maintain proposal templates, team résumés, project descriptions, client references, and other business-development records.
- Coordinate proposal contributions, approvals, deadlines, and submission requirements with Principals, technical staff, subconsultants, and external partners.
- Assist with the preparation, administration, tracking, filing, and renewal of contracts, subconsultant agreements, confidentiality agreements, purchase orders, and other business documents.
- Maintain organized, accurate, and confidential records for contracts, projects, financial administration, HR, corporate matters, and executive correspondence.




- Support finance and accounting administration, including invoice tracking, accounts payable and receivable coordination, expense reporting, timesheet follow-up, budget tracking, cash-flow reporting, and coordination with external accountants or bookkeepers.
- Support HR administration, including recruitment coordination, interview scheduling, onboarding, employee records, policy administration, timesheets, vacation tracking, and benefits coordination.
- Coordinate administrative requirements across active engineering, construction, and forensic assignments, including project documentation, meeting records, deadlines, deliverables, and client communications.
- Track key commitments, decisions, deadlines, outstanding actions, and required approvals; follow up with appropriate parties to keep work moving.
- Assist with internal process improvement, document-control practices, templates, administrative systems, and business reporting.
- Handle sensitive business, employee, client, and financial information with discretion, professionalism, and sound judgment.
- Represent the Principals professionally in routine communications and meetings, while escalating matters requiring direction or approval.
- Perform other duties and special projects across all business sectors of the company, as assigned from time to time by the Principals or senior management.

Qualifications

- Bachelor’s degree in Business Administration, Finance, Accounting, Project Management, Communications, Human Resources, or a related discipline.
- MBA is an asset.
- Relevant professional experience in executive support, business administration, finance administration, HR administration, project coordination, consulting, or a related professional-services environment.
- Experience in an engineering, construction, consulting, real estate, infrastructure, or project-based business is strongly preferred.




- Solid understanding of business administration, financial administration, contract coordination, document control, proposal coordination, and project coordination.
- Excellent written and oral communication skills, including the ability to prepare polished emails, letters, proposals, reports, presentations, and meeting records.
- Strong organizational, prioritization, and follow-up skills, with the ability to manage multiple confidential assignments and deadlines.
- High level of discretion, integrity, professional judgment, and attention to detail.
- Strong interpersonal skills and the confidence to communicate professionally with clients, contractors, consultants, vendors, and staff.
- Proactive, resourceful, dependable, and able to anticipate needs and resolve routine issues independently.
- Collaborative, positive, and team-oriented approach.
- Advanced proficiency with Microsoft Office, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
- Comfortable learning and using accounting, HR, CRM, document-management, and project-management software.
- Valid driver’s licence is an asset.

About Mission Critical Engineers Mission Critical Engineers is an independent engineering and Commissioning Authority firm specializing in data centres, high-availability infrastructure, and forensic engineering.

We support clients through design review, construction verification, commissioning, reliability assessment, failure analysis, and operational handover. Our forensic engineering practice supports insurers, legal counsel, property owners, and other stakeholders through independent investigation, root-cause analysis, technical reporting, and expert services.

Our work covers critical electrical and mechanical infrastructure, including power distribution, standby generation, UPS and battery systems, air and liquid cooling, controls, fire suppression, life-safety systems, and related mechanical and electrical failures.

Only candidates selected for an interview will be contacted.

- Mission Critical Engineers is an equal-opportunity employer. We are committed to an inclusive and accessible workplace. Accommodations are available throughout the recruitment process in accordance with applicable law.

📌 Executive Associate (Toronto)
🏢 Mission Critical Engineers | Mission Critical Forensics
📍 Toronto