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:

Robust 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.

Key words: Markham, Vaughan, North York, Richmond Hill, Etobicoke

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📌 Executive Assistant (Ontario)
🏢 TalentSphere Staffing Solutions
📍 Ontario