Executive Assistant

Executive Assistant

Our client is a prominent Architecture firm, based in Canada, with a strong focus on quality design, employee satisfaction and excellent client relationships.

We are seeking a highly organized and proactive Executive Assistant to support our senior leadership team. This role focuses on project coordination and removing administrative hurdles to enable high-value work. The ideal candidate will excel in managing calendars, coordinating meetings, handling travel arrangements, and providing comprehensive support for large-scale architectural projects.

Key Responsibilities:

• Project Coordination: Support coordination for large-scale architectural projects, ensuring smooth execution and timely progress.
• Administrative Support: Perform various administrative tasks to remove hurdles and enable senior leadership to focus on high-value activities.
• Calendar Management: Maintain executive calendars, schedule meetings, and organize staff reviews and initiatives (QMP, etc.).
• Meeting Coordination: Prepare for meetings, track notes and action items, and ensure timely follow-up.
• Travel and Accommodation: Book ferry and air travel, arrange accommodations, and confirm team availability.
• Email Management: Sort and prioritize emails, and follow up with internal and external teams.
• Timesheets and Expense Reports: Submit timesheets, expense reports, and architectural hours (OAA, AIBC).
• Presentation and Documentation: Prepare PowerPoint presentations and provide project support, including hours submission and review.

Qualifications:

• Proven experience as an Executive Assistant or in project coordination.
• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Discretion in handling sensitive information.
• Experience in the architecture or construction industry is a plus.