Executive Assistant/Project Manager

Position Type : Permanent/Full-time

Location :Downtown Toronto, ON (On-site)

Compensation :$90,000 to $100,000/Annually + Vacation + Benefits + RRSP

We are assisting our client, a boutique design and architecture firm, in their search for an Executive Assistant/Project Manager. This is not your typical EA role - it blends classic executive support (calendar, travel, communications) with project coordination, financial oversight, and strategic operations. You’d be the CEO’s right hand, helping drive excellence across high-end design-build projects for a private, global clientele.

Key Responsibilities

1. Executive & Administrative Strategy

- Manage a complex, multi-entity calendar across various time zones, ensuring alignment between priorities and commitments.
- Coordinate sophisticated domestic and international travel (business and personal).
- Act as the skilled liaison and gatekeeper between the CEO and global clients, partners, and vendors.
- Manage high-level correspondence, contracts, and presentations with total discretion.

2. Financial & Operations Oversight

- Oversee day-to-day financial operations, including vendor invoices, payment schedules, and project budget tracking.
- Partner with the bookkeeper and accountant to ensure transparency and accuracy across all business lines.




- Manage purchasing and cost tracking for materials, furnishings, and high-end design elements.
- Implement and maintain NDAs, contracts, and standardized processes to support firm scaling.

3. Project Leadership & Coordination

- Translate the CEO’s vision into actionable project plans with defined timelines and deliverables.
- Lead workflow tracking and communication between architects, builders, suppliers, and clients.
- Identify operational bottlenecks and implement proactive solutions and systems.
- Maintain real-time project dashboards to provide visibility into progress and outcomes.

Qualifications & Attributes

- Experience : 5-10 years of experience supporting senior executives or managing complex, multi-stakeholder projects in a design, architecture, or luxury services environment.
- Financial Literacy : Strong proficiency in QuickBooks (or similar) and a deep understanding of project-based cost tracking.
- Technical Proficiency : Expert in Google Workspace/Microsoft 365 and project management tools (e.g., Asana, Notion, or ClickUp).
- Communication : Exceptional writing and interpersonal skills; able to represent a high-end brand with poise and integrity.

CWS

Pay: $90,000.00-$100,000.00 per year

Work Location: In person

📌 Executive Assistant/project Manager (Toronto)
🏢 WilsonCTS
📍 Toronto