Executive Assistant to the Founder | Communications & Operations

JOB TITLE: Executive Assistant to the Founder | Communications & Operations

TYPE: Full-time, remote, independent contractor

SCHEDULE: Monday–Friday, 8:00 AM–5:00 PM Manitoba, Canada time, with agreed breaks. This corresponds to 9:00 PM–6:00 AM Philippine time.

ABOUT KIRAS

Kiras Engineering Ltd. is a Canadian engineering consulting firm with a remote team. We are seeking an exceptionally organized, proactive Executive Assistant to work directly with our Founding Principal.

Your purpose is to manage communications, commitments and scheduling so the founder can focus on engineering decisions, quality reviews, clients and business growth.

This role requires strong judgement, confident communication and the ability to take ownership without waiting for step-by-step instructions.

KEY RESPONSIBILITIES

• Manage the founder’s inbox: independently resolve administrative matters, coordinate with our team, prepare drafts for approval and identify questions requiring technical input.
• Answer incoming calls, handle administrative enquiries, screen prospective clients and connect callers with the appropriate person.
• Manage professional and personal calendars, time-block priorities, prepare meetings and protect focused working time.
• Capture tasks from email s, calls, Teams and messaging apps; delegate within authority and follow through to completion.
• Handle routine internal and external communication on the founder’s behalf.
• Prepare concise decision briefs explaining the issue, deadline, options and recommended next step.
• Maintain project records and Monograph, obtain updates from project managers and flag deadline risks.
• Support proposals, estimates, invoicing, payment follow-ups, reporting and staff-review administration.
• Develop practical administrative workflows and improve them over time.
• Assist with marketing and outreach when core responsibilities are under control.

This is an executive assistant position with high-level project coordination responsibilities. Project managers retain responsibility for project delivery, and engineers retain responsibility for technical decisions.

WHAT WE ARE LOOKING FOR

• Excellent spoken and written English, including confident client-facing telephone and video communication.
• Demonstrated ability to manage competing priorities and follow through without repeated reminders.
• Strong attention to detail, discretion and professional judgement.
• Confidence to ask thoughtful questions, propose solutions and flag problems early.
• Experience supporting a founder, executive or busy professional is strongly preferred.
• Competence with Microsoft 365, Outlook, Teams, calendars, spreadsheets and task-management tools.
• Ability to learn technical terminology and use approved AI tools responsibly.
• Reliable internet, suitable call equipment and a private working environment.

Engineering, construction or professional-services experience is an asset.

EXPECTATIONS AND SUCCESS

You will receive onboarding, feedback and technical guidance. By the end of the first month, we expect increasing independence and reliable ownership of the agreed core workflows.

Success means routine matters are resolved, commitments are tracked, deadlines are visible, and the founder receives prepared decisions rather than a stream of unfiltered messages.

Strict confidentiality is essential. You must give Kiras your full focus during the required hours; other commitments must not interfere with availability or performance.

HOW TO APPLY

Please send your résumé and answer these three questions:

Describe a situation where you identified a problem and resolved it without waiting for instructions. What did you do, and what was the outcome?

How would you manage an urgent client call, a team request and a new meeting request while the founder is in a protected work session?

Confirm your availability for the stated schedule, your current work commitments and your earliest possible start date.