JOB DESCRIPTION - EXECUTIVE & ADMINISTRATIVE ASSISTANT

Ste Marie’s singular purpose is to bringpossible worldsto life; we exist to evoke a feeling, engineer experiences, and to activate that which can and should be.As an internationally recognized studio with offices in Vancouver and Toronto, we develop hospitality, mixed-use, food and beverage, wellness, and commercial projects for industry-leading clients domestically and internationally.

We shape the world through the lens of user experience, hospitality, and immersion, constantly prioritizing the human experience in our work. Through a skilled team of experts, we offer end-to-end design services, encompassing programming, concept & envisioning, brand ideation, interior design, FF&E; selection, procurement and coordination, and art and styling services.

ROLE

The Executive & Administrative Assistant provides high-level administrative and operational support to Senior Leadership and the broader studio team.

This is a specialized role that combines executive support with the coordination of day-to-day studio operations, systems, and processes. The role works closely with Senior Leadership on key priorities and initiatives while helping create an organized, efficient, and well-supported working environment for the wider team.

Reporting to the Studio Director, the Executive & Administrative Assistant will bring strong organization, communication, and attention to detail to a dynamic, fast-paced creative environment - enabling Senior Leadership and the studio team to stay focused on design, client relationships, and Ste Marie's continued growth.

RESPONSIBILITIES

Executive Support:

- Manage and prioritize complex executive and team calendars,



coordinating internal and external meetings, resolving scheduling conflicts, and working across multiple teams and time zones.
- Provide administrative and operational support to Senior Leadership.
- Coordinate complex travel, including multi-leg itineraries, flights, accommodations, ground transportation, and detailed travel schedules.
- Provide dedicated support to the studio Founder, including personal coordination, special projects, and ad-hoc requests as required.
- Act as a key point of contact between leadership and the wider studio, helping field requests, communicate priorities, and ensure information flows effectively across teams.
- Track, prioritize, and follow up on action items and outstanding requests, helping keep projects and leadership priorities moving forward.
- Handle confidential business, leadership, employee, and client information with a high level of discretion and professionalism.

Studio Coordination:

- Working with our Intern team, own day-to-day office operations for both Vancouver and Toronto studios - including reception, vendor and courier coordination, supplies, facilities, and liaising with external IT providers.
- Plan company-wide events, team gatherings, annual parties, and other studio initiatives, managing logistics from initial planning through execution.




- Schedule interviews between hiring managers and prospective candidates.
- Support the onboarding of recent team members, including IT set up and coordinating initial schedule.
- Take on additional administrative, operational, and special projects as needed to support leadership and the wider studio.

QUALIFICATIONS

- 2+ years' experience as an Executive Assistant or in a similar role.
- Experience in a creative, architectural, or engineering studio environment is an asset.
- Excellent verbal and written English communication skills, with a professional telephone manner.
- Proficient with Microsoft 365 and Adobe Acrobat.
- Experience with accounting or CRM software is an asset.
- Extremely organized and disciplined, with a passion for creating order in a busy, changing environment.
- Able to multitask, prioritize, and manage time effectively — working independently, shifting gears easily, and staying calm and focused under pressure.
- Personable, outgoing, and professionally communicative, with the ability to collaborate, take direction, and navigate a range of personalities with ease.
- Able to evaluate and openly communicate workload and support needs within the studio setting.
- Valid BC driver's license is an asset.

ROLE INFORMATION:

This description reflects the core activities of the role but is not intended to be all-inclusive and other duties may berequiredin addition to changes in the emphasis of duties asrequiredfrom time to time. There is a requirement for the Employee to recognize this and adopt a flexible approach to work. Job descriptions will be reviewed regularly and where necessary revisedin accord

📌 Executive & Administrative Assistant (Vancouver)
🏢 Ste Marie
📍 Vancouver