Senior Office Administrator

WSP

Winnipeg

On-site

CAD 60,900 - 83,800

Full time

14 days+

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Benefits offered by this job

Comprehensive benefits package

RRSP matching

Share purchase program

Flexible schedules

Telemedicine (24/7)

Job summary

Architecture49 is seeking a Senior Office Administrator / Executive Leadership Coordinator to support our Prairie Region, primarily in Winnipeg, MB. This role focuses on providing trusted, proactive administrative support to senior leaders, coordinating office operations, and enhancing the workplace experience across projects that shape communities in the prairies and beyond.

Ideal candidates bring 10+ years in executive support, exceptional organizational skills, and a collaborative,

Qualifications

10+ years of experience in executive support, office administration & coordination.
Experience supporting leaders in a professional environment.
Strong organizational and time management skills with the ability to manage multiple priorities.
Strong written and verbal communication abilities.
High level of discretion and professionalism when handling confidential information.
Advanced skills in Microsoft Office and collaboration tools (Excel, PowerPoint, Outlook, Teams, etc.).
A proactive mindset and the ability to anticipate needs and solve problems independently.

Responsibilities

Coordinate office operations, including supplies, equipment, inventory, mail, records management, and shared spaces.
Act as a liaison with IT, Facilities, and building partners to address office and facility-related needs.
Provide administrative support to leadership, including calendar management, meeting coordination, correspondence, and tracking action items.
Process timesheets, expense reports, invoices, and assist with fee forecasting administration.
Maintain organized records and help ensure administrative processes run smoothly.
Support employee onboarding, workplace orientations, and administrative requirements for new hires.
Plan and coordinate staff engagement activities, internal events, celebrations, charitable initiatives, and knowledge-sharing sessions.
Maintain effective office communications by managing the general inbox, phone line, and information flow across teams.
Support workplace health and safety programs, documentation, orientations, and compliance initiatives.
Attend regional coordination meetings, report studio and facility issues, and collaborate with WSP and internal stakeholders to ensure a safe, functional, and welcoming workplace environment.

Skills

Executive support

Office administration

Coordination

Leadership support

Tools

Microsoft Office Suite

Excel

PowerPoint

Outlook

Teams

Job description

Architecture49 is seeking a Senior Office Administrator / Executive Leadership Coordinator.

Architecture49 (A49) is a growing firm with a wide range of career opportunities. Our offices, situated from coast to coast across Canada, serve distinct regions, each with a local focus and sector specialties.

We value work-life balance and support continuous learning to help our employees develop their skills and expertise as they build and evolve their careers with us. We offer a comprehensive and customizable benefits package, as well as a share purchase program and RRSP matching program. We also offer flexible schedules and a hybrid work environment; competitive salaries; flexible leave days; telemedicine (24/7 access); and reimbursement of professional dues.

Within our organizational culture,we are prepared to invest and partner in your development through a comprehensive evaluation, training, and mentorship programthat will empower you to utilize your expertise on projects that contribute to the growth and success of our practice, and your career.

Inspired by the bountiful prairie landscape, endless skies and vibrant cities, the A49 Prairie region excels at innovative and inspired designs for complex and technical projects. From the revitalization of downtown Winnipeg to building education and healthcare facilities for our remote northern communities, our work elevates the health, safety, and sustainability of the region. The Winnipeg office serves as a central hub to a diverse team of design professionals working on projects across the public and private sectors, throughout the prairies and across Canada.

Responsibilities

This is more than an administrative role. It is an opportunity to become a trusted member of our Prairie Region team, helping create an exceptional workplace experience while supporting projects that positively impact communities across region and beyond.This role is ideal for a highly organized, proactive professional who takes pride in creating a seamless workplace experience, building strong relationships, and enabling leaders and teams to perform at their best. The successful candidate will be known for their professionalism, sound judgment, discretion, and ability to anticipate needs in a dynamic environment.

Key Responsibilities

Coordinate office operations, including supplies, equipment, inventory, mail, records management, and shared spaces.
Act as a liaison with IT, Facilities, and building partners to address office and facility-related needs.
Provide administrative support to leadership, including calendar management, meeting coordination, correspondence, and tracking action items.
Process timesheets, expense reports, invoices, and assist with fee forecasting administration.
Maintain organized records and help ensure administrative processes run smoothly.
Support employee onboarding, workplace orientations, and administrative requirements for new hires.
Plan and coordinate staff engagement activities, internal events, celebrations, charitable initiatives, and knowledge-sharing sessions.
Maintain effective office communications by managing the general inbox, phone line, and information flow across teams.
Support workplace health and safety programs, documentation, orientations, and compliance initiatives.
Attend regional coordination meetings, report studio and facility issues, and collaborate with WSP and internal stakeholders to ensure a safe, functional, and welcoming workplace environment.

Qualifications

10+ years of experience in executive support, office administration & coordination, or a similar role
Demonstrated experience supporting leaders in a professional environment.
Strong organizational and time management skills with the ability to manage multiple priorities
Strong written and verbal communication abilities
Excellent communication skills with a professional and service-oriented approach
High level of discretion and professionalism when supporting senior leadership and confidential information
Advanced skills in Microsoft Office and collaboration tools (Excel, PowerPoint, Outlook, Teams, etc.)
A proactive mindset and the ability to anticipate needs and solve problems independently.

Compensation

AB, BC, NT, NU, SK & YT: $66,700 to $88,400
MB & ON: $60,900 to $83,800
NB, NL, NS, PEI & QC: $60,300 to $80,000
Disclosure:
The final salary awarded for this role may vary from the above range based on several factors including, but not limited to, relevant education, qualifications, certifications, experience, skills, seniority, geographic location, performance, and business or organizational needs. The wage range provided in this job posting may be subject to change for business purposes.

About Us

Why Choose Us?

Architecture49 is a growing firm with promising career opportunities for talented people. Our offices, situated from coast to coast across Canada, house a diverse and accomplished group of architects, interior designers, technologists, landscape architects, and support staff, and we are always looking for new people to enrich our team.

At A49, we foster friendly, open working environments where employees can thrive in a culture that values collaboration. We seek meaningful projects where we can build on our focused expertise and impact the communities in which we work. We strive to build strong relationships with clients and colleagues. We recognize the quality, motivation and commitment of our employees and celebrate their achievements.

Our offices have strong regional legacies, yet we are also a forward-thinking national firm focused on creativity, initiative, quality, sustainability and social responsibility. That sense of social responsibility extends to our employees and our commitment to their well-being and success.

Strategic Partnership

Architecture49 maintains a strategic business relationship with WSP, a global engineering consultancy. This provides enhanced opportunities for exposure to international projects and a wide range of multidisciplinary expertise. Further, WSP provides Architecture49 with a range of shared services, such as comprehensive benefits, training, and corporate programs.

Inclusion and Belonging

At Architecture49, we strive to create inclusive work environments for everyone. We are committed to supporting a workplace where our people are respected, valued, accepted, and are encouraged to reach their full potential. Our employee resource groups (ERGs) help us build a culture of belonging: Black Professional People Network; CIRCLE (Indigenous); VIBE (2SLGBTQIA+); WOW (Women); and the Developing Professionals Network.

We are committed to providing equal opportunities and achieving a representative work environment that reflects our people, communities and clients. We encourage people from systemically marginalized groups to apply, including Indigenous Persons, Persons identifying with a disability/ies, 2SLGBTQIA+ Persons, Persons identifying as a visible minority, and Women.

At A49, we take accessibility seriously and accommodations are available on request for candidates taking part in all aspects of the selection process. For accommodation queries/requests please contact: inclusion@architecture49.com

Architecture49 is committed to Truth and Reconciliation, and to Call to Action #92. We recognize that our practices directly build upon and benefit from the gifts of the earth, and affirm our commitment to continued learning, respect, and ongoing collaboration as we work to engage in decolonization and reconciliation.

Please Note

Health and Safety is a core paramount value of A49. Given the importance of keeping one another safe it is expected that you comply with our Health, Safety & Environment (HSE) policy at all times as well as client HSE policies when working at client locations.

Offers of employment for safety-sensitive positions involving fieldwork are contingent upon candidates being able to perform key physical tasks of the job as described in the job posting and interview. This may include the ability to work in a variety of environmental conditions, such as remote or isolated areas, working alone, and in inclement weather (within safe and reasonable limits).

Job Info