Executive Assistant

Job Description

Job Description

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.