Executive AssistantOur client is a prominent Architecture firm, based in Canada, with a solid 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.