ADMINISTRATIVE ASSISTANT

NEUF architect(e)s; Toronto; On-site; CAD 50,000 - 70,000; Full time

Job summary

A leading architecture and design firm is seeking a proactive Administrative Assistant to enhance the efficiency of the Partner Architect and team in Toronto. This role involves managing daily administrative tasks, supporting document management, and liaising with clients and team members. The ideal candidate will possess strong communication skills and attention to detail, with a background in office administration. NEUF offers a supportive, creative environment and generous benefits, contributing to employee well-being and development.

Benefits

Group insurance plan with cost sharing

Health spending account

11 statutory holidays

Social and sports activities fully covered

Flexible schedule of 37.5 hours

Candidate referral program

Inclusive work environment

Fresh fruit provided weekly

Unlimited coffee and organic tea

Qualifications

• 5 years of experience in office administration, project coordination, or executive assisting.
• Advanced proficiency in MS Office (Outlook, Word, Excel, PowerPoint).
• Ability to handle confidential information with discretion.

Responsibilities

• Assist the Partner Architect with executive tasks.
• Draft and format key documents including presentations and reports.
• Coordinate internal and external meetings, including travel arrangements.

Skills

Time Management

Communication

Attention to Detail

Education

Diploma or degree in Business Administration

Tools

MS Office

Job description

Founded in 1971, NEUF architect(e)s is one of the largest and most diverse architecture and design firms in Canada. With offices in Montréal, Ottawa, and Toronto, our collaborative approach has led to the successful completion of over 10,000 projects serving communities here and abroad. But beyond our achievements, NEUF is first and foremost a collective of 250 brilliant creatives shaping inspiring places. Guided by innovation, technology, and sustainable solutions, we continually seek new talent to challenge ideas and contribute to the evolution of our practice.

ROLE

We are seeking a proactive and organized Administrative Assistant to spearhead the administrative responsibilities for our Partner Architect and the Toronto team.

This position will play an essential role in ensuring the seamless operations of the Partner Architect’s daily activities. This role requires a detail-oriented, energetic and discreet professional who thrives in a fast-paced environment and can manage multiple priorities with confidence and efficiency.

This individual will demonstrate professionalism, agility in navigating change, and composure under pressure.

KEY RESPONSABILITIES

• Assist the Partner Architect in executive tasks and ensure the timely advancement of projects or assignments ;
• Draft, refine, and format key documents, including internal and external presentations, correspondence, reports, memos, emails and other supporting documents ;
• Coordinate internal and external meetings, including scheduling, preparing agendas, taking minutes, travel arrangements and generate expense reports ;
• Liaise professionally with clients, consultants, and team members on behalf of the Partner Architect ;
• Collaborate with project teams and provide assistance as needed ;
• Draft architectural project documents according to the project phases | Handle submissions, follow-ups, reminders, and filing.

Profil

QUALIFICATIONS / REQUIREMENTS

• Diploma or degree in Business Administration, Office Management, or a related field
• 5 years of experience in office administration, project coordination, or executive assisting, ideally within the architectural or urban design industries
• Possesses excellent time management skills and the ability to identify priorities and demonstrate attention to details ;
• Advanced proficiency in MS Office (Outlook, Word, Excel, PowerPoint) demonstrating exceptional attention to details and accuracy ;
• Outstanding written and verbal communication skills, with the ability to convey information clearly and professionally in English ;
• Discretion in handling sensitive and confidential information ;
• Professional presence, embodying a confident approach to all responsibilities.

A career at NEUF architect(e)s means evolving in a creative and collaborative environment that prioritizes the health and well-being of its 250 employees. It also offers an exceptional work environment based on a culture of respect, along with the following benefits :

• Group insurance plan with cost sharing by the employer ;
• Health spending account ;
• 11 statutory holidays ;
• Wide range of social and sports activities fully covered by the employer ;
• Close to King's Station subway and tramway, and a short walk from James Park and St-Lawrence Market ;
• Flexible schedule of 37.5 hours ;
• Candidate referral program ;
• Inclusive work environment ;
• Pleasant working atmosphere ;
• Fresh fruit provided in the office every week ;
• Unlimited coffee and organic tea with breathtaking views of the city!

Requirements

Diploma or degree in Business Administration, Office Management, or a related field 5 years of experience in office administration, project coordination, or executive assisting, ideally within the architectural or urban design industries Possesses excellent time management skills and the ability to identify priorities and demonstrate attention to details ; Advanced proficiency in MS Office (Outlook, Word, Excel, PowerPoint) demonstrating exceptional attention to details and accuracy ; Outstanding written and verbal communication skills, with the ability to convey information clearly and professionally in English ; Discretion in handling sensitive and confidential information ; Professional presence, embodying a confident approach to all responsibilities.

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