Executive Assistant
Architect & Design Firm
$65-75k (base salary) + benefits
Toronto, Ontario
Other Titles: Executive Secretary, Administrative Business Partner
THE FIRM
TalentSphere is pleased to be working with an award-winning architectural practice that requires an Executive Assistant to work with the leadership team to manage scheduling and activities. Job Responsibilities Include:
Administrative Support
- Manage office, support visitors and event coordination/scheduling
- Preparing and formatting routine correspondence, documents, reports, presentations, agendas, and meeting materials
- Maintaining organized electronic and physical filing systems in accordance with office standards and records management requirements
- Performing accurate data entry and updates in internal CRM database systems
- Reviewing documents for formatting, completeness, and consistency
Logistics & Coordination
- Managing calendars, booking meetings, and coordinating logistics for virtual and in-person meetings
- Scheduling meetings, preparing agendas, sending invitations, and ensuring required materials are distributed in advance
- Arranging meeting rooms, technology, supplies, and catering when required
- Supporting the coordination of internal and external meetings, events, and training sessions
- Tracking meeting action items and following up with team members to support timely completion
Communications & Front-Line Support
- Receiving, screening, and directing incoming calls, emails, mail, and visitors
- Responding to routine inquiries and redirecting non-routine matters to appropriate team members
- Acting as a point of contact for internal staff and external partners on administrative and logistical matters
Operational Support
- Assisting with travel arrangements, expense tracking, and administrative documentation as required
- Supporting recurring administrative processes and deadlines
- Working collaboratively with the leadership team to support operational needs
Qualifications and Experience
To be successful in this role, you will have:
- Strong organizational skills and attention to detail
- Ability to manage multiple tasks, priorities, and deadlines in a fast-paced environment
- Professional written and verbal communication skills
- Strong proficiency in Outlook, Word, Excel, PowerPoint, Teams, and related business systems
- 5+ years experience in an administrative, office support, or coordination role (5-6 years)
Education
- Diploma or certificate from a recognized college in Business Administration, Office Administration, or a related field is preferred
- A combination of relevant education and experience will be considered
Additional Requirements and Assets
- Valid driver’s license and access to a vehicle
- Experience working in a fast paced environment and ability to prioritize multiple activities.
Qualified candidates can send a resume along with references to [email protected].
Key words: Markham, Vaughan, North York, Richmond Hill, Etobicoke
