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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 jbroden@talentsphere.ca.
Key words: Markham, Vaughan, North York, Richmond Hill, Etobicoke
