Executive Assistant

Targeted Talent; Burnaby, Vancouver; On-site; CAD 50,000 - 70,000; Full time

Job summary

A leading Architecture firm in Canada is seeking a highly organized Executive Assistant to support its senior leadership team. This role involves project coordination and administrative support, focusing on managing calendars, coordinating meetings, and booking travel arrangements. The ideal candidate will have strong organizational and communication skills, proficiency in Microsoft Office Suite, and experience in the architecture or construction industry is a plus. This is a unique opportunity to contribute to large-scale architectural projects.

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.

Responsibilities

• Support coordination for large-scale architectural projects.
• Perform various administrative tasks for senior leadership.
• Maintain executive calendars and schedule meetings.
• Prepare for meetings and track notes and action items.
• Book travel arrangements and accommodations.
• Sort and prioritize emails.
• Submit timesheets and expense reports.
• Prepare PowerPoint presentations and project support.

Skills

Organizational skills

Time-management skills

Written communication

Verbal communication

Microsoft Office Suite

Job description

Executive Assistant

Our client is a prominent Architecture firm, based in Canada, with a strong 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.