Etobicoke, On Executive coordinator ( contract to permanent opportunity) Jobs – 10 Openings This Week

Executive Assistant Coop
Contempo Studio —Etobicoke, ON
- $20–$22 an hour
- Full-time
- CRM software
- QuickBooks
- Construction experience
Quick apply
Executive Assistant to the Dean & Special Projects Coordinator
OCAD University —Toronto, ON
- $31.59–$41.52 an hour
- Temporary
- Microsoft Outlook
- Social media management
- Writing skills
- Work from home
Advancement Coordinator
Havergal College —Toronto, ON
- $60,000–$70,000 a year
- Full-time
- Microsoft Excel
- Customer service
- Microsoft Office
Quick apply
11d
Project Management Administrator
ARS Responds Canada —Toronto, ON
- $50,000–$60,000 a year
- Full-time
- Customer service
- Microsoft Office
- Administrative experience
- Disability insurance
- Dental care
Quick apply
Manager, Tenancy Management Centralized Services
Toronto Community Housing —Toronto, ON
- $123,900.46–$148,680.56 a year
- Full-time
- Hybrid work
- Budgeting
- Business
- Dental care
- Tuition reimbursement
7d
Association Manager, Consulting & Community Solutions
MCI Group —Toronto, ON
- $75,000–$85,000 a year
- Weekends as needed
- Remote
- Microsoft Powerpoint
- Microsoft Word
- CRM software
- Dental care
Project Manager
Deveraux Group of Companies —Toronto, ON
- $145,000–$175,000 a year
- Full-time
- Microsoft Excel
- PMP
- Engineering
- Profit sharing
- Disability insurance
Digital Media Marketing Coordinator
Canadian Salsa Festivals Project —Toronto, ON
- Contract
- Spanish
- Marketing
- Writing skills
School Workshop Leader
Focus on Nature —Toronto, ON
- $22 an hour
- Temporary
- CPR Certification
- Customer service
- English
Quick apply
Senior Project Superintendent
Turner Construction Company —Toronto, ON
- Microsoft Office
- Bachelor's
- Accounting
10d

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Executive Assistant to the Dean & Special Projects Coordinator
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Develop and maintain outreach strategies for the Faculty of Arts and Science, including social media campaigns and networking events; track engagement on social…
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Advancement Coordinator
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executive coordinator ( contract to permanent opportunity) jobs near etobicoke, on

Executive Assistant Coop

Contempo Studio
Etobicoke, ON

Quick apply

Job details

Permanent | Full-time
$20–$22 an hour

Qualifications

CRM software
Filing
QuickBooks
Construction experience
Communication skills
Office experience

Full job description

Executive Assistant & Office Coordinator

Contempo Studio

Location: Toronto, ON

Job Type: Co-op, In-office

About Contempo Studio

Contempo Studio is a luxury architectural and interior design firm specializing in custom homes and high-end residential projects. Our work is rooted in thoughtful design, strong execution, attention to detail, and a high level of client service.

We are seeking an Executive Assistant & Office Coordinator to support the Founder and help keep the studio running with clarity, professionalism, and follow-through.

About the Role

This role is ideal for someone who enjoys creating order, building systems, and keeping many moving parts organized at a high standard. You will act as a key operational support to the Founder while helping coordinate day-to-day studio operations across executive support, invoicing and collections follow-up, office administration, CRM and lead coordination, proposals, marketing coordination, and recurring operational systems.

The right person is proactive, detail-oriented, discreet, and dependable. They communicate professionally, think ahead, follow through consistently, and take pride in making sure nothing falls through the cracks. They are also comfortable learning and using modern technology, software, and AI tools to improve workflow and efficiency.

Key Responsibilities

Executive Support

Manage calendar, scheduling, reminders, and meeting coordination
Support inbox organization, follow-ups, and email triage
Coordinate travel, reservations, and executive logistics
Assist with personal administrative tasks as needed
Prepare daily and weekly priority summaries for founder review

Finance and Administrative Operations

Prepare and issue client invoices through QuickBooks
Track project billing milestones, consultant payments and support revision fee tracking
Follow up on collections and overdue receivables
Coordinate expense reporting, recurring payments, and payment tracking
Support bookkeeping workflows and reconciliation preparation
Maintain organized financial documentation
Coordinate with accountant on HST filings, annual returns, PD7A payments, and related reporting

Accounts Payable and Receivable

Track incoming and outgoing payments
Coordinate e-transfers, wire transfers, deposits, and international payments
Maintain logs for payments, cheques, receipts, and statements
Monitor rent payments and recurring property-related payments
Prepare monthly summaries and ensure records are updated in internal systems

Leads, CRM, and Sales Coordination

Answer lead inquiries by phone and email
Return calls promptly, schedule discovery calls and introductory meetings
Coordinate sales presentations and client communications
Maintain CRM records and keep lead notes updated
Prepare summaries of prospects and next steps
Coordinate proposal packages, retainer agreements, and contracts

Marketing and Brand Coordination

Coordinate social media scheduling and posting
Maintain portfolio folders and assist with website updates
Coordinate photography, videography, and project content collection
Support award submissions, magazine applications, and review requests
Manage brochures, holiday cards, signage, and related materials
Track marketing deliverables and collaborator payments

Studio and Office Operations

Greet clients and prepare meeting spaces
Manage office supplies, refreshments, and maintenance coordination
Coordinate cleaning, office upkeep, and administrative vendors
Support hiring logistics, interview scheduling, and candidate screening
Help administer vacation tracking, holidays, benefits, renewals, and employee administrative tasks
Manage filing systems, scanning, document organization, and sample library upkeep
Coordinate software renewals and equipment assignments

Who You Are

You are someone who naturally brings structure to busy environments. You are organized, composed, and reliable, with strong judgment and a high level of professionalism. You take ownership, communicate clearly, and understand how to represent a premium client-facing brand.

You are comfortable managing both details and priorities, and you know how to keep things moving without needing constant direction. You are equally comfortable handling executive support, administrative operations, and recurring systems that require consistency and follow-through.

Qualifications

5+ years of experience in an Executive Assistant, Operations Coordinator, Office Manager, or similar role
Strong organizational and project coordination skills
Excellent written and verbal communication skills
Strong attention to detail and follow-through
Experience handling invoicing, payment tracking, expense reporting, and administrative finance tasks
Proficiency in Google Workspace and spreadsheets
Comfortable learning and using software tools and AI tools
Able to handle confidential information with professionalism and discretion
Able to work in a fast-paced, high-expectation environment

Preferred Qualifications

Experience in architecture, interior design, construction, real estate, or a professional services firm
Experience with QuickBooks, Coda, Dext, CRM systems, Calendly, and task management tools
Experience supporting a founder, principal, or senior executive
Experience improving workflows and building systems

Ideal Strengths

Highly organized and detail-oriented
Proactive and resourceful
Strong sense of ownership
Calm under pressure
Polished and professional
Tech-savvy and systems-minded
Trustworthy and discreet
Strong client-service instincts
Excellent follow-through and judgment

Success in This Role Looks Like

The Founder spends significantly less time on administrative and follow-up tasks
Invoices, payments, and financial administration move on time
Leads are followed up with quickly and tracked properly
Recurring tasks are completed consistently and reliably
Studio operations become more organized, efficient, and proactive
Weekly reporting and communication are clear and dependable

Compensation

Compensation will be based on experience and fit. Opportunity to Grow with the right candidate.

To Apply

Please submit your resume and a short cover letter outlining your relevant experience, the types of environments you have supported, and why you would be a strong fit for this role at Contempo Studio.

Job Types: Full-time, Permanent

Pay: $20.00-$22.00 per hour

Benefits:

Company events
On-site parking

Work Location: In person

Quick apply

Refine Your Search

executive coordinator ( contract to permanent opportunity) jobs in etobicoke, on

Executive Assistant Coop

Executive Assistant to the Dean & Special Projects Coordinator

Advancement Coordinator

Project Management Administrator

Manager, Tenancy Management Centralized Services

Association Manager, Consulting & Community Solutions

Project Manager

Digital Media Marketing Coordinator

School Workshop Leader

Senior Project Superintendent

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