Junior Executive Assistant

KPMB Design Inc.; Toronto; On-site; CAD 49,500 - 60,500; Full time

Benefits offered by this job

Daily free shuttle service

Underground bicycle parking

Job summary

KPMB Design Inc. is looking for a Junior Executive Assistant to ensure the executive team operates efficiently. This position involves handling schedules, coordinating meetings, and managing administrative tasks.

The ideal candidate has at least 1 year of experience in an administrative role with excellent organizational and communication skills. Proficiency in MS Office is essential, and multitasking is key to succeeding in this fast-paced environment.

Join a diverse team that advocates for positive change and a supportive work culture.

Qualifications

• Minimum of 1 year of experience in a similar administrative role.
• Proficiency with MS Office Suite is required.
• Ability to manage competing deadlines in a fast-paced environment.

Responsibilities

• Manage daily calendars for the Partners and schedule meetings.
• Prepare and edit correspondence, presentations, and documents.
• Take detailed minutes during meetings and distribute action items.

Skills

Multitasking

MS Office Suite

Organizational skills

Verbal communication

Written communication

Problem solving

Job description

Administration Full Time Toronto, ON Starting at $55,000 CAD per year

For more than three decades, KPMB Architects has evolved in response to a changing world and worked to change it for the better. Guided by our purpose and anchored by our values, KPMB crafts design solutions that catalyze positive change.

As a full-service practice working across Canada and the United States, we provide expertise in building design, interior design, master planning, workplace strategy, project management, stakeholder engagement, and sustainable design. KPMB has designed and delivered projects totaling more than 31 million square feet in a diverse range of sectors, including education, healthcare, scientific research, arts and culture, government, corporate, hospitality, recreation, and mixed‑use development.

With uncompromising rigor and close attention to the increasingly complex needs of the world around us, our diverse team devotes their expertise, passion, and creativity to solve today’s challenges and unlock new opportunities for our clients and the communities we serve.

The role / What are we looking for?

KPMB is seeking a highly organized and detail-oriented Junior Executive Assistant professional to join our team. This administrative role is integral in ensuring that our executive team operates efficiently and effectively by providing comprehensive administrative support. You will be responsible for handling various tasks to ensure our executives can focus on their core responsibilities. The role demands a proactive, self‑motivated individual who demonstrates initiative.

You will work closely with our Senior Executive Assistant to manage schedules, coordinate meetings, and ensure all administrative tasks are handled promptly and accurately. Ultimately, you will contribute to the smooth operation of our executive functions, keeping the team informed and on track with their deliverables and priorities.

Select key responsibilities:

Scheduling and coordination:

• Manage daily calendars for the Partners, scheduling meetings, conferences, events, appointments, and travel arrangements.
• Work closely with the Executive administration team to maintain comprehensive and accurate records, including document management and filing systems.
• Manage timesheets, expenses, and invoices for the Partners, including creating expense reports and submitting invoices for payment.

Administrative support:

• Prepare and edit correspondence, communications, presentations, and other documents.
• Handle incoming and outgoing correspondence including emails and phone calls, ensuring timely responses and follow‑ups.
• Assist in the preparation of reports, meeting agendas, and minutes.
• Office license management (Partner’s licenses in various provinces and states, registration, licensing renewal, etc.).
• Front desk coverage when Receptionist is away.

Communication and coordination:

• Take detailed minutes during internal and external meetings, ensuring all action items are clearly documented and distributed to relevant personnel.
• Coordinate and communicate with various departments, stakeholders, and external partners to facilitate smooth operations.

Marketing support:

• Update meeting agendas and take detailed minutes for Business Development and Marketing meetings.
• Schedule content development meetings, calls, and calendar coordination for team members and external collaborators.
• Ensure corporate memberships for various associations are current, including registrations and renewals.
• Administrative coordination for sponsorships and marketing activations: digital filing for contracts, reports, invoices, etc.
• Handle conference and event registration and RSVPs for Leadership.
• Manage travel arrangements for conferences, meetings, and events for partners and team members.
• Lead coordination of marketing events, including liaising with third‑party vendors.
• Assist in preparation and distribution for marketing collateral (technical prep, mailings).
• Coordinate logistics for internal and external meeting (venue booking, catering, AV, guest lists).
• Serve as point of contact between Marketing/Business Development team and other business functions.
• Maintain CRM database to ensure up‑to‑date, accurate, and legible experience.
• Pull reports from marketing software.

Candidate Profile + Qualifications

• A minimum of 1 year of experience in a similar administrative or assistant role.
• Ability to multitask, managing a high volume of work and competing deadlines in a fast‑paced environment.
• Proficiency with MS Office Suite.
• Outstanding organizational, schedule coordination, and administrative skills.
• Ability to work well in a collaborative team environment.
• Excellent verbal and written communication skills.
• Praised to have problem solving and critical thinking skills.
• A self‑starter who demonstrates initiative.

Why work with us

Founded in 1987, KPMB Architects has developed a diverse portfolio of architectural projects that focus on building healthy, vibrant cities and communities. The firm has grown to include over 100 employees and is recognized for its highly collaborative and supportive culture, as well as its wide variety of experience and educational backgrounds. Some of our team members have grown with the firm from the start of their careers to become leaders, while others have joined at various points in their careers, bringing new ideas and approaches.

We provide a learning environment where teaching, mentoring, and collaboration are integral parts of our DNA. At KPMB, there are numerous opportunities to share your skills, engage in firm activities beyond project work, and contribute to our initiatives that give back to the community.

KPMB is committed to fostering a workforce that reflects the diversity of the communities we operate in and serve. KPMB Architects is an Equal Opportunity Employer that considers applicants regardless of age, race, colour, national origin, citizenship, religion, creed, gender, sexual orientation, marital status, disability, or any other protected status.

Transportation and bike storage:

A daily free shuttle bus between Union Station and KPMB’s office is provided for all staff who use the subway system or GO transit, from Monday to Thursday. Underground bicycle parking is also available.