ADMINISTRATIVE ASSISTANT

NEUF Architectes LLP; Toronto; On-site; CAD 50,000 - 70,000; Full time

Job summary

A leading architecture and design firm in Toronto is seeking an organized Administrative Assistant to support their Partner Architect. The role involves managing executive tasks, coordinating meetings, and drafting key documents. Candidates should have at least 5 years of relevant experience and advanced MS Office skills. The position offers a collaborative environment with a flexible work schedule and comprehensive benefits.

Benefits

Group insurance plan with employer cost sharing

Health spending account

11 statutory holidays

Flexible 37.5-hour work schedule

Weekly fresh fruit in the office

Unlimited coffee and organic tea

Qualifications

• At least 5 years of experience in office administration or executive assistance.
• Experience preferably within the architectural or urban design industries.
• Professional presence and a confident approach to responsibilities.

Responsibilities

• Assist the Partner Architect with executive tasks and project progress.
• Draft and format key documents like presentations and reports.
• Coordinate and schedule meetings, prepare agendas and take minutes.

Skills

Time management

Written and verbal communication

Discretion

Attention to detail

Organizational skills

Team collaboration

Education

Diploma or degree in Business Administration or related field

Tools

MS Office (Outlook, Word, Excel, PowerPoint)

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. NEUF is a collective of 250 creatives shaping inspiring places, guided by innovation, technology, and sustainable solutions.

Role

We are seeking a proactive and organized Administrative Assistant to support our Partner Architect and the Toronto team. This role is essential in ensuring seamless daily operations for the Partner Architect. The ideal candidate is detail-oriented, energetic, discreet, and thrives in a fast-paced environment, managing multiple priorities confidently and efficiently. Professionalism, agility in navigating change, and composure under pressure are crucial.

Key Responsibilities

• Assist the Partner Architect with executive tasks, ensuring timely progress of projects and assignments;
• Draft, refine, and format key documents such as presentations, correspondence, reports, memos, emails, and supporting documents;
• Coordinate meetings, including scheduling, preparing agendas, taking minutes, arranging travel, and generating 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 project phases, handle submissions, follow-ups, reminders, and filing.

Requirements

Qualifications / Requirements

• Diploma or degree in Business Administration, Office Management, or a related field;
• At least 5 years of experience in office administration, project coordination, or executive assistance, preferably within the architectural or urban design industries;
• Excellent time management skills, with the ability to prioritize and pay attention to details;
• Advanced proficiency in MS Office (Outlook, Word, Excel, PowerPoint), demonstrating accuracy and attention to detail;
• Outstanding written and verbal communication skills in English;
• Discretion in handling sensitive and confidential information;
• Professional presence with a confident approach to responsibilities.

Benefits

A career at NEUF architect(e)s offers a creative and collaborative environment that values the health and well-being of its 250 employees. Our culture emphasizes respect and provides benefits such as:

• Group insurance plan with employer cost sharing;
• Health spending account;
• 11 statutory holidays;
• A range of social and sports activities fully covered by the employer;
• Close to King's Station subway and tramway, and walking distance from James Park and St-Lawrence Market;
• Flexible 37.5-hour work schedule;
• Candidate referral program;
• Inclusive work environment;
• Pleasant working atmosphere;
• Weekly fresh fruit in the office;
• Unlimited coffee and organic tea with city views.

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