Executive Assistant

DIALOG; Toronto; On-site; CAD 60,000 - 80,000; Full time

Job summary

A Toronto-based design firm is seeking an Executive Assistant to provide administrative support to its Partners. The role involves managing complex calendars, arranging travel, preparing reports, and coordinating events. Candidates should have over 5 years of experience in a high-level administrative position and be proficient in Microsoft Office. The firm is committed to diversity and offers a range of benefits including competitive medical coverage and professional development opportunities.

Benefits

Parental leave top-up programs

RRSP matching

Competitive medical and dental benefits

Vacation Buy-Up program

Reimbursement for professional memberships

Qualifications

• 5+ years of high-level administrative experience supporting senior executives.
• Skilled in calendar management, travel coordination, and expense reconciliation.
• Ability to proactively make decisions and priority calls with little guidance.

Responsibilities

• Provide flexible, reliable administrative support to Partners.
• Coordinate domestic and international travel arrangements.
• Prepare and reconcile expense reports accurately and on time.

Skills

Calendar management

Travel coordination

Expense reconciliation

Microsoft Office Suite proficiency

Excellent communication skills

Organization skills

Education

Post-secondary administrative program

Tools

SharePoint

Miro

InDesign

Job description

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 practice 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 Certified B Corporation and one of Canada's Greenest Employers, committed to using our design practice as a force for good in the world.

Explore our studios and join us!

We’re currently looking for an Executive Assistant to work from our Toronto studio. You will support various DIALOG Partners, be an active part of the DIALOG Administration team, and contribute to our dynamic, collaborative work environment. The ideal candidate will have experience coordinating and preparing business meetings, maintaining calendars, booking travel, developing reports and presentation materials, liaising with clients, and help in planning and coordinating internal and external firm events.

How you'll make a difference:

• Provide flexible, reliable administrative support to 6 Partners and their teams, ensuring seamless day-to-day operations.
• Manage complex calendars across multiple time zones, prioritizing meetings and deadlines with minimal guidance.
• Coordinate domestic and international travel arrangements, including itineraries, accommodations, and transportation.
• Prepare and reconcile expense reports, timesheets, and financial records accurately and on time.
• Develop and maintain accurate records and databases using tools such as SharePoint.
• Conduct research and prepare reports or presentations for special projects and strategic initiatives.
• Coordinate meetings, conferences, and events, ensuring timely and efficient arrangements.
• Actively participate in internal event planning and support external client events.
• Serve as a client liaison, fostering strong relationships and ensuring exceptional service.
• Provide backup reception duties and assist with studio operational initiatives.
• Prepare and submit annual continuing education credits on behalf of Partners.
• Be present in our downtown Toronto studio at least 4 days per week.

Who you are:

• A graduate of a post-secondary administrative program or related discipline is preferred
• 5+ years of high-level administrative experience, ideally supporting senior executives.
• Intermediate to advanced skills in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook)
• Skilled in calendar management, travel coordination, and expense reconciliation.
• A self starter with excellent organization and self-motivation skills
• Ability to proactively make decisions and priority calls with little guidance
• Excellent oral and written communication skills.
• A self-starter who can make decisions and prioritize tasks independently.
• Demonstrated ability to work collaboratively in a team environment and manage responsibilities autonomously.

Nice to have:

• Architecture, Engineering, and Construction or Consulting industry experience
• Working knowledge of Miro
• Proficiency with InDesign
• Familiarity with document management systems and virtual collaboration tools

$60,000 - $80,000 a year

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.

Equal Opportunity

DIALOG celebrates diversity and is an equal opportunity employer. We are committed to an inclusive environment for all, free of discrimination and harassment. Employment-related decisions are made without regard to sex, religion, ethnicity, sexual orientation, disability, age and race. In accordance with DIALOG’s Accommodation Policy, accommodations for people with disabilities are available upon request for candidates throughout the selection process.