Executive Assistant

DIALOG-DESING; Edmonton; Hybrid; CAD 50,000 - 70,000; Full time

Job summary

A collaborative design firm in Edmonton is seeking an Executive Assistant to provide administrative support. The ideal candidate will manage complex calendars, travel arrangements, and correspondence. With over 5 years of experience and strong organizational skills, you will help enhance studio culture and client relations. This is a hybrid full-time position with ample opportunities for professional growth.

Benefits

Parental leave top-up programs

RRSP matching

Competitive medical and dental benefits

Vacation Buy-Up program

Reimbursement for professional memberships

Qualifications

• 5+ years experience supporting people in leadership/executive roles.
• Experience in the Architecture, Engineering, and Construction or Consulting industry.
• Comfortable in a fast-paced environment; can multitask.

Responsibilities

• Provide flexible, reliable administrative support to multiple Partners.
• Manage and prioritize Partner’s calendars and correspondence.
• Anticipate the needs of the Partners proactively.

Skills

Strong customer service orientation

Excellent organization skills

Communication skills

Proactive decision-making

Microsoft Office proficiency

Education

Diploma or Bachelor's degree in Business Administration

Job description

Overview

Executive Assistant

Edmonton, AB Administration – Administrative Support / Full Time / Hybrid Here at DIALOG, we are passionate about design and believe it can and should meaningfully improve the wellbeing of our communities and the environment we all share. We are a multi-disciplinary collaborative of architects, interior designers, urban designers and planners, structural, mechanical and electrical engineers, landscape architects and sustainability experts who design for community wellbeing and urban vibrancy. We are a fun-loving bunch of big thinkers and city-shapers, who are collaborative in our approach, diverse in our perspectives, aspirational in our pursuits, and optimistic about what’s next. We’re always looking for passionate people who share our values and care as much about our communities as we do. We\'re proud to be a and one of , committed to using our design practice as a force for good in the world. Explore and join us! We’re on the hunt for a dynamic Executive Assistant to join our vibrant Edmonton studio! Step into the heartbeat of DIALOG and become an essential presence supporting our Partners, enhancing the pulse of our Administration team and overall studio culture. If you thrive in fast-paced environments and love juggling meetings, complex calendars, travel arrangements, and project documentation, this is your stage. You’ll help craft compelling proposals, forge connections with clients, and play a key role in the planning and execution of unforgettable events. This position isn’t just a job, it’s a launchpad for a rewarding career, with opportunities to grow into team leadership, project coordination, and operational management. Your impact will be felt from day one!

Responsibilities

• Provide flexible, reliable administrative support to multiple Partners, with varying support needs, and their teams
• Act as key point of contact for Partners and general administrative services
• Meticulouslymanagement and prioritization of Partner’s calendar, correspondence, and travel
• Anticipate the needs of the Partners, act independently and proactively.
• Provide occasional back-up Client Services duties
• Edit documents and proposals including fee letters, contracts, proposal letters, clientcommunication, marketing, and general correspondence
• Actively participate in internal event planning and administrative / operation initiatives
• Timely completion of timesheets and expense reports
• Manage sensitive and confidential information with tact and discretion
• Client liaison, support, and meeting coordination as requested by Partners
• Preparing and submitting annual continuing education credits on behalf of Partners
• Organize and execute Partners Retreats in various locations in North America
• By being present in our downtown Edmonton studio at least 4 days per week

Qualifications

• Experience in the Architecture, Engineering, and Construction or Consulting industry
• Diploma or Bachelor\'s degree in Business Administration (or similar)
• 5+ years experience supporting people in leadership / executive roles
• Strong customer service orientation and a passion for serving others
• Excellent organization and self-motivation skills with a keen eye for detail
• Comfortable in a fast-paced environment; can multitask
• Proactive and able to efficiently manage competing priorities
• Excellent spoken and written communication skills
• Must have intermediate to advanced skills in Microsoft Office programs including Word, Excel, Outlook and PowerPoint
• The ability to work in a team environment and independently is essential
• Ability to proactively make decisions and priority calls with little guidance

Don’t meet every single requirement? We still encourage you to apply! We’re looking for future DIALOGers who are eager to learn, bring unique perspectives, and want to make a real difference in the world—even if your experience doesn’t align perfectly with every qualification.

Perks & Benefits

Parental leave top-up programs for all parents upon the birth or adoption of a child, RRSP matching, competitive medical and dental benefits coverage upon the first day of employment, discounted memberships, encouraged work / life balance with gifted time off during the holiday season and Vacation Buy-Up program, and reimbursement for professional memberships and dues are just a few of the benefits that DIALOGers enjoy.

Professional Development DIALOG offers continued professional growth through leadership development opportunities specifically designed for our collaborative culture. Among others, some of our programs include : CoachDIALOG which equips our coaches with essential communication and feedback strategies for building great teams; Integrateducation supports DIALOGers in accredited continuing education opportunities; technical skills development via e-learning pathways; and financial support for relevant external learning opportunities.