105 Executive Assistant jobs in Canada

Job Description

Employment Type: Full-time Permanent

Location: Calgary, AB

Division/Department: Corporate

Available vacancies: 1

About Avmax:

Avmax is a diverse company offering every product and service related to aviation. We have locations, operations, and deployment worldwide.

Our vision at Avmax Group Inc. ("Avmax") is to simplify our customers' aviation needs through dependable, globally integrated services with trusted results. Established in 1976, our locations include: Calgary (HQ) and Vancouver in Canada, Great Falls and Jacksonville in the USA, Nairobi in Kenya, and N'Djamena in Chad.

Avmax offers the following capabilities: Aircraft Leasing, Airline Operations, Avionics, Component Repairs, Engineering, MRO, Paint and Spares. Avmax's engineering division is a Transport Canada authorized Design Approval Organization (DAO). Avmax's maintenance division is a Transport Canada authorized Maintenance Repair Organization (MRO).

Why work at Avmax?

Avmax has a diverse workforce with opportunity for growth and career advancements. We offer competitive compensation and benefit packages, flexibility, work-life balance and a friendly working environment.

We are proud of our work and commitment to create one of the leading workforce, products and services in the Aviation industry.

About the Role:

As the Executive Assistant, you will play a pivotal role in supporting the CEO and executive leadership by managing administrative tasks, coordinating schedules, and ensuring seamless daily operations. This position requires exceptional organizational skills, discretion, and the ability to handle multiple priorities in a fast-paced environment. You will act as a trusted partner, facilitating communication, managing confidential information, and ensuring executives can focus on strategic priorities.

Reporting

This Executive Assistant role reports directly to the CEO.

Core Competencies

• Prepare reports, presentations, and correspondence.
• Exceptional learning ability and comprehension skills.
• Capable of independent thinking, judgment, and work under pressure.
• Attention to detail and a proactive work ethic.
• Strong ability to plan information archiving and retrieval.
• Assist with special projects and operational initiatives.

Key Performance Indicators / Duties & Responsibilities

• Document Preparation: Assist in the preparation of executive reports, presentations, and proposals. Ensure documents are well-organized, clear, and professionally formatted.
• Written Communication: Draft, proofread, and send reports, presentations, and other documents on behalf of the executive.
• Correspondence Management: Review, organize, and prioritize incoming communication (emails, letters, etc.), ensuring timely and accurate responses.
• Meeting Coordination: Schedule and prepare agendas, take detailed minutes, and manage follow­ up actions for executive meetings.
• Confidentiality: Handle sensitive information with the utmost confidentiality and Professionalism.
• Time Management: Manage the executive's calendar, prioritize appointments, and ensure efficient time allocation.
• Travel Arrangements: Plan and coordinate travel itineraries, accommodations, and related logistics.
• Project Management: Assist in tracking the progress of various projects and ensuring deadlines are met.
• Administrative Support: Perform other administrative tasks such as filing, data entry, and expense management as needed.

Qualifications

• Bachelor's degree or above.
• Proven experience as an Executive Assistant, Personal Assistant, or similar role, preferably in a corporate environment.
• Exceptional written and verbal communication skills, with a strong ability to draft professional documents.
• Working experience in aviation or finance industry is an asset.
• Possesses strong intuition and comprehension skills, is passionate about work, and excels at completing tasks quickly, efficiently, and with high quality.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant software.
• Strong organizational and time management skills, with the ability to multitask and prioritize workload.
• Shows integrity, ingenuity, and assertiveness in the performance of tasks.
• Excellent ability to manage and prioritize tasks in a fast-paced demanding environment.

Experience:

• Minimum 2 years experience in an executive type of position.
• Experience working in high-level executive environments.

Our recruitment commitments:

• We thank all applicants for their interest; however, only those selected for an interview will be contacted.
• Depending on qualifications, selected candidates may be offered a role at a more appropriate level.
• Avmax Group offers a competitive compensation package including an optimal benefits plan and pension plan.
• Avmax Group Inc. is dedicated to, and prides itself on being an equal opportunity employer. We celebrate and welcome the diversity of all of our employees. Avmax Group Inc. has specific policies in place to prevent discrimination in our hiring practices on the basis of the protected grounds dictated by Canadian legislation. We therefore encourage applications from qualified Aboriginal Canadians, persons with disabilities, members of visible minorities and women.
• Avmax will accommodate the needs of applicants with disabilities throughout all stages of selection process. If you need accommodation during the recruitment process, please advise your HR Representative. Information relating to the needs for accommodation measure will be addressed confidentially.
• In order to be in compliance with the law, employees must be legally eligible to work in Canada.

Job Description

We are looking for the visionaries, the change-makers, the self-starters who are seeking more from their career. Change begins with the small decisions we make, each day, to support each other and strive to create inspiring incredible educational experiences for all students, no matter where they are or how they learn. This concept connects deeply to the idea that, in choosing a career with Yorkville University, you will have the opportunity to push boundaries, flex your creativity and inspire positive change for so many people. It’s also a call-back to the transformative power of education itself.  

Our core values put the student experience at the center of what we do, reflecting who we are and aspire to be. If you want to shine a light on academic excellence, be empowered to make an impact on the transformation of the Canadian post-secondary education landscape, and work collaboratively beyond levels, join us.

Who we need

Reporting to the CEO and the Provost, we are looking for an Executive Assistant to join us. As our new Executive Assistant, you will be highly responsive to the needs of the CEO and the Provost, ensuring the seamless execution of complex administrative tasks, projects, and meetings while managing communications, reporting, and calendars. You will engage with extended and academic leadership, board committee members, and internal and external stakeholders, acting as a key point of contact. 

This is an on-site role, requiring you to work 4 days a week at our downtown Toronto office, with the flexibility to work 5 days in-office as needed.
 

Who you are

You are an experienced, highly organized, proactive Senior Administrative or Executive Assistant. You have the best practices, technical skills, and administrative knowledge to work with minimal direction and support executive leadership. You are collaborative, analytical, and genuinely motivated to be part of a progressive university. You can operate proactively, with considerable discretion, speed, and efficiency. 

What's in it for you

Impact and ownership. You will be part of a progressive, private university undergoing transformation. This is a highly visible and rewarding role for someone curious, energetic, and driven to make an impact. You will take ownership of high-profile tasks and projects, introduce best practices, and implement meaningful solutions. You will have the autonomy to manage your responsibilities and earn recognition for your contributions to institutional excellence.

Exposure and influence. You will have the unique opportunity to interact with the University’s strategic vision, gaining insights into key performance indicators, academic policies, faculty-driven initiatives, program development, and resource management. You will work closely with passionate leaders, innovators, and changemakers who are committed to mentorship, knowledge sharing, and continuous improvement, enabling you to understand and influence how priorities are shaped and implemented. 

Career development. This is a career-defining opportunity for someone passionate about education, project coordination, and relationship building. Opportunities for your future here include growing your ownership in this highly valued senior administrative role, leading initiatives, engaging in higher-level stakeholder engagement, or developing into other results-driven roles. 

As our new Executive Assistant, you will:

• Provide high-level executive support. You will ensure efficient, accurate, and confidential support to the CEO and the Provost. You will manage the daily operations of their offices with precision and discretion. You will oversee and align complex calendars and schedules, proactively resolving conflicts and ensuring coordination with academic calendars and institutional priorities. You will coordinate meetings, conferences, and travel logistics, and you will brief leaders in advance of all engagements by identifying, monitoring, and articulating critical action items and key developments.
• Support strategic initiatives and institutional priorities. You will play a supporting role in advancing strategic projects across the University. You will conduct research, analyze materials, and develop insights to guide decision-making. You will create project schedules, establish documentation to track deliverables and report on progress. You will review and support strategic planning processes to ensure alignment with institutional goals and desired outcomes.
• Manage communication and stakeholder engagement. You will serve as the primary point of contact between leadership and all internal and external stakeholders. You will manage email correspondence, respond to and prioritize inquiries, and communicate with professionalism and discretion. You will ensure that every interaction reflects the appropriate tone, responsiveness, and interest, solving problems and addressing concerns in a timely and judicious manner. 
• Coordinate meetings, events, and Board logistics. You will organize and support virtual, in-person, and phone meetings and events. You will prepare agendas, background materials, presentations, and reports. You will draft and edit documents, produce meeting summaries, and archive essential records. You will manage end-to-end logistics, including arranging venues, coordinating technology, preparing materials, and supporting follow-up actions.
• Oversee documentation and administrative systems. You will prepare and edit reports, presentations, papers, and correspondence. You will ensure accuracy, clarity, and consistency in all written content. You will maintain organized virtual records using platforms such as SharePoint, preserving the integrity of archives and key documents for leadership reference.
• Administer budget and financial operations. You will support the budget functions of the Offices of the CEO, and Provost. You will manage allocations, process invoices, track expenditures, and prepare expense reports. You will provide oversight and follow-up on financial approvals and ensure compliance with institutional policies.
• Foster a collaborative and inclusive culture. You will nurture positive relationships across the institution, promoting a respectful, diverse, and inclusive work environment. You will support team-building and cultivate a strong sense of shared purpose and collegiality throughout the University.

You have:

• The education. You have an undergraduate degree, preferably in a business-related field. 
• The experience. You bring experience demonstrating progressive increases in accountabilities, supporting senior administrative leadership within a complex, multi-stakeholder environment. 
• The ownership. You are self-motivated, curious, and driven. You take full ownership of your work and consistently seek opportunities to learn and improve. You thrive in a high-growth, fast-paced environment and hold yourself to the highest standards of confidentiality and professionalism. You balance autonomy with collaboration and are passionate about representing the work and initiatives of senior leadership with integrity and purpose.
• The project management skills. You have experience planning, coordinating, and executing complex projects from initiation through to completion. You are a creative and solutions-focused problem solver who can manage multiple priorities, navigate ambiguity, and address issues proactively. You create and maintain project schedules, track progress, and ensure that every milestone is met with precision and attention to process.
• The technical skills. You have advanced proficiency in Microsoft Office Suite, including Teams, and are highly skilled in SharePoint and project management tools such as Smartsheet. You are comfortable with productivity and communication platforms; exposure to Adobe Creative Suite would be considered an asset. You have the analytical and organizational skills to collect and analyze data, drawing actionable insights to support informed decision-making.
• The interpersonal skills. You have exceptional oral and written communication abilities and a professional presence that fosters trust and collaboration. You can confidently represent the University in interactions with faculty, staff, students, and external partners. You can influence without authority, manage conflict with diplomacy, and build effective relationships at all levels. You value and respect diverse experiences and perspectives and are skilled at using a variety of communication tools to support inclusive engagement.

Why work at Yorkville University? 

• An atmosphere that successfully blends an entrepreneurial culture with education. We value innovation and continuously look towards expanding our programming, working with the latest research, tools and solutions. As a private school with government approval of our offerings, we have the opportunity to do more, stay current and be future-forward.
• The chance to accelerate your career and disrupt education by responding to the needs you see and purposefully challenging the status quo. Everything we do here is about delighting and engaging our employees - and ultimately our students- from mentorship to teaching, from creative outlets to analytical ones. 
• A place where all individuals feel welcomed in the academic and workplace environments and can bring their authentic selves to the educational and work spheres. We celebrate the full range of human diversity and we acknowledge that equal access to opportunities and services may require the removal of barriers that equity-seeking communities experience in trying to obtain this access. 
• The opportunity to grow with access to free courses, certifications and programs - right up to our Masters' offerings. 
• An appreciation for the insights and skills you bring to work with a competitive salary and comprehensive benefits, including a wide breadth of wellness services and a work-life balance.

Join us

We welcome and appreciate candidates with a range of backgrounds and experiences. If you have 70% of the qualifications we are looking for, express your interest. 

What you can expect from our hiring process:

• A virtual interview with a Talent Advisor discussing your interest in the role and the company.
• A virtual interview with the Chief People Officer to share how your experience aligns with the needs of the CEO and the Provost.
• A virtual interview with a People team Director to share your interest and discuss how your experience aligns with the needs of the university.
• A virtual interview with the Executive Assistant to the CFO and COO to gain insights into the day-to-day and overarching goals of the role. It is a chance to ask questions about the responsibilities and the culture.
• A final virtual interview with the Chief Executive Officer to learn more about the expectations and accountabilities of the role. It is an opportunity to ask questions about the role, the office, and the university.

Diversity, equity and inclusion are a critical component of life at Yorkville University and Toronto Film School and we are committed to making these values an integral part of our culture. We encourage applications from all qualified applicants, including women, persons with disabilities, Black, Indigenous and People of Colour (BIPOC), people from the Lesbian, Gay, Bisexual, Transgender, Transsexual, Queer, Questioning, Two-Spirit, Intersex, Asexual + (LGBTQ2SIA+) community and other equity-seeking groups.

Yorkville University is committed to providing accessible employment practices that are in compliance with the Accessibility for Ontarians with Disabilities Act ('AODA'). If you require accommodation for disability, please notify Human Resources at 1- .

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Job Description

Salary:

We are currently looking for a dedicated and highly organized Executive Assistant to support the growing needs of our Executive team.

As an Executive Assistant , you will work to support our President and Executives, to provide administrative support and executive assistance. Experience in travel coordination is an asset as this role will assist in supporting multiple departments to manage markets and conference attendance. The ability to work well within a team is essential as you will be working closely with the rest of the executive team. The Executive Assistant position is an In-Office primarily role, as on-site presence is key to supporting our day-to-day operations.

We are looking for someone with a positive, approachable attitude that can anticipate the needs of our Executives, and help us effectively manage our days and the growth of our studio.

Responsibilities:

• Proactively manage and maintain day-to-day and week-to-week calendars for studio Executives
• Manage the market and travel calendar
• Work alongside other departments to book travel, schedule meetings and assist with strategic planning for key markets, conferences and industry events
• Ensure Executives are briefed each day and are prepped for meetings by providing background materials, client profiles, deck summaries, etc.
• Liaise with key external partners on behalf of Executives, follow up on emails & inquiries in a timely basis
• Attend key planning meetings and take minutes and follow up as needed
• Ensure Executives have clear agendas prior to every meeting
• Assist with expense reconciliation, and obtaining receipts from Executives
• Aid in industry-related research and data collection
• Perform some administrative functions as per request from Executives (photocopies, note taking)
• Ensure proper materials and agenda are set in advance of potential client/partner visits to studio
• Work closely with our IT department to ensure operations and equipment for Executives are up-to-date and maintained regularly
• Maintain internal and client contact database for Executives
• Hours of work for this role are expected to be 9am to 6pm Monday to Friday to accommodate the varying schedules of the Executive team, with some flexibility required for morning, evening and weekend work

The successful candidate will have the following attributes:

• Excellent communication skills
• Calm, cool and collected under pressure
• Quick learner with a passion for entertainment and a strong curiosity about our business
• Superior organizational and project management skills with great attention to detail
• Great at prioritizing competing needs in a high-energy, fast-paced work environment
• Be assertive without being aggressive
• Build trust with people at all levels of the organization, and treat everyone with respect

Qualifications:

• 5 years experience working as an Executive Assistant or in a related position managing schedules or office operations
• Experience in the entertainment industry would be an asset
• Experience in travel coordination would be an asset
• Strong verbal and written communication skills
• Proficiency in Microsoft Office (Word, Excel, PowerPoint) and Google Apps (Gmail, Sheets, Docs, Calendar)
• Previous experience with accounting or budgets is not required but candidates must be comfortable working with numbers
• Experience with Salesforce an asset

Why Join Guru?

• We create a collaborative and creatively fulfilling work environment by promoting courage, purpose, inspiration, integrity, transparency, and empowerment as our core values
• We take great pride in our work and we always ensure it reflects a high standard of quality and creativity
• We encourage individuals to grow with us by offering learning opportunities that encourage skill development and growth
• We are proud to support philanthropic initiatives that support our local and global community through our charity committee Guru Gives
• We offer health and wellness support through an extensive benefits plan and extended mental health services and initiatives

Guru is committed to providing an inclusive work environment that celebrates the diversity of its employees. We are dedicated to employment equity and welcome applications from people from all Indigenous groups, races, religions, genders and people with disabilities.

We are committed to providing an accessible candidate experience during our recruitment process and are committed to fostering an inclusive and accessible environment where candidates and employees feel valued and respected. Guru strives to respect the dignity and independence of people with disabilities and is committed to giving them the same opportunity to succeed in the recruitment process as all other candidates. If you have a disability, you may request to be accommodated at any time. Guru will work with all candidates to accommodate individual accessibility needs to the point of undue hardship.

Guru Studio would like to thank all applicants for your interest, however only those who qualify for an interview will be contacted.

Accommodations are available on request for candidates taking part in all aspects of the selection process. Guru Studio is an equal opportunity employer.

Please note this is an In-Studio position

Job Description

Our client is seeking a motivated and organized Executive Assistant to support their executive team in a fast-paced environment. This role requires excellent communication skills, attention to detail, and the ability to manage multiple tasks effectively.

Hourly rate: $28/hour.

Contract: 3 months to start.

Location: Fully on site in Downtown Toronto

Key Responsibilities:

• Provide high-level administrative support to executives.
• Manage calendars, schedule meetings, and coordinate travel arrangements.
• Prepare and edit correspondence, reports, and presentations.
• Maintain confidential files and records.
• Assist in project management and follow up on action items.
• Serve as a liaison between executives and internal/external stakeholders.
• Organize and prioritize tasks to ensure efficiency.

Qualifications:

• Bachelor’s degree or equivalent experience preferred.
• 3+ years of experience as an Executive Assistant or in a similar role.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Ability to work independently and as part of a team.
• Discretion and confidentiality in handling sensitive information.

Apply Today!

Altis Recruitment represents the nation’s top talent for contract, temporary and permanent work within the areas of: Finance and accounting, construction and property management, administration, IT and senior-specialized roles. Each year, we partner with over 3,500 client employers and create over 8,500 placements for candidates within the private sector, all levels of government, crown corporations as well as non-profit organizations.

Altis Recruitment represents the nation’s top talent for contract, temporary and permanent work within the areas of: Finance and accounting, construction and property management, administration, IT and senior-specialized roles. Each year, we partner with over 3,500 client employers and create over 8,500 placements for candidates within the private sector, all levels of government, crown corporations as well as non-profit organizations.

Job Description

Durward Jones Barkwell is one of the largest public accounting firms in the Niagara/Hamilton/Halton region with offices spanning from Burlington to Welland. The firm was founded in 1940 and features a dynamic group of professionals including over 40 Partners and Managers combined. "Big enough to know, small enough to care." At DJB, these are the words we live by. We value our clients and taking care of their unique needs is what drives our business. As part of our team, you will realize that to us nothing is trivial. We have the experience to handle any situation from complex mergers and acquisitions to assisting new entrepreneurs through the many facets of starting a small business. We do all this while remaining personally involved with our clients and the communities where we work and live. As one of Hamilton-Niagara’s Top Employers for 2025 and one of Canada's Top Small & Medium Employers for 2025, we lead in offering our employees an exceptional place to work. We provide all of our employees: * Competitive compensation and benefits package * Flexible work/life balance and summer hours * Professional development, learning, and growth support * A variety of community involvement opportunities Our Hamilton offices have an immediate opening for a full-time Executive Assistant. Reporting to Partners, you will be responsible for: * Providing high-level administrative support to Partners, managing calendars, travel, emails, calls, and meeting coordination * Serving as a key point of contact between Partners, team members, clients, and external stakeholders * Drafting and formatting client communications, presentations, reports, and other documents * Assisting with client service tasks such as billing, collections follow-ups, tracking deliverables, and setting up new clients * Preparing expense reports and supporting basic bookkeeping and administrative tracking * Coordinating logistics for meetings, conferences, and special events (including reservations and registrations) * Managing office tasks such as document handling, ordering supplies, arranging gifts, and coordinating deliveries * Providing backup support to the office admin team and assist with ad hoc projects as needed * Performing other related duties and special projects as assigned or outlined in the full job description The successful candidate will have: * Post-secondary education in Office Administration or equivalent is preferred * 3-5 years in an Administrative role reporting directly to upper management * Experience as an Executive Assistant, Personal Assistant, or a similar role an asset * Public Accounting or previous experience working in a Partnership and/or professional services firm considered an asset * Exceptional time-management skills and the ability to organize and coordinate multiple projects at once * Proven ability to meet tight deadlines in a fast-paced and quickly changing environment * Extensive knowledge of Microsoft Office, including Outlook, Word, Excel and PowerPoint * Effective listening skills; professional level of verbal and written communication skills * Excellent judgement, and a proactive approach to problem-solving and strong decision-making * High degree of discretion and confidentiality

Job Description

Salary:

NEW OPPORTUNITY:

EXECUTIVE ASSISTANT

TheExecutive Assistant will be responsible for overseeing the companys office administration, providing administrative support to the leadership team and supporting shareholder relations.

RESPONSIBILITIES:

Office Management

• Present a positive and professional image of the office to all visitors, suppliers, inquiries, and other interactions
  

• Manage office supply inventory, mail and courier coordination
  

• Manage office access and / or parking for all corporate locations
  

• Manage corporate cell phone plans and devices
  

• Manage corporate landline system
  

• Manage corporate offsite document storage, recycling and shredding
  

• Manage boardroom bookings
  

• Act as the point of contact for building management and manage building requests as required
  

• Coordinate maintenance and repair services as required
  

• Lead the planning and scheduling of official office events
  

• Develop and implement office policies and procedures
  

• Coordinate with Marketing to ensure executive presentation and networking events are marketed promptly
  

• Manage internal communication, including the management of the MBH SharePoint page
  

• Serve as the point of contact for internal communications and external inquiries; receive and screen inbound telephone calls, and visitors; refer and/or redirect calls, e-mails, or visitors as applicable
  

• Act as the Commissioner for Oaths for corporate office
  

• Lead annual insurance renewal process for corporate office as well as managed and /or owned assets
  

• Manage the office Health and Safety requirements
  

• Assist with special project duties on an as needed basis
  

Executive Administration

• Provide administrative support to the leadership team, as directed by verbal or written instruction
  

• Manage confidential and legal documents for all departments including accounting, finance, and construction for correspondence and signature, maintain minute books, and other monetary duties, coordinating travel for team members,
  

• Provide calendar management, ensuring meetings are communicated to external and internal clients, no double bookings, no missed meetings, sufficient time allocation, etc.
  

• Coordinate the logistical aspects of meetings, seminars, workshops, events and travel
  

• Provide proactive meeting preparation as requested, anticipating the needs of the leadership team
  

• Assist in the preparation of briefing materials, presentations and documents
  

• Coordinate expense report preparation and reimbursement tracking
  

Shareholder Communication

• Act as the main point of contact for investment stakeholders, handling multiple types of investment structures
  

• Prepare and distribute monthly investor communications for both the hotel shareholders and corporate shareholders
  

• Proactively schedule all shareholder meetings and set preparation meeting schedule for leadership team
  

• Coordinate responses to investor inquiries and ensure timely, accurate, and consistent messaging
  

• Support the development and execution of the companys investor relations annual strategy and calendar
  

• Strengthen the Companys reputation within the industry through integrity in all business dealings by providing an exceptional level of service and communication
  

Experience Required

• 3-5 years of previous office and/or administration experience. Legal administration experience considered an asset.
  

• Previous experience working with senior management in an administrative-supporting role
  

• Excellent working knowledge of computers, internet and the ability to navigate within a variety of software packages
  

• Advanced knowledge of Microsoft Office (Word, Excel, PowerPoint, Outlook)
  

Mission Critical Competencies

• Excellent written and verbal communication skills
  

• Ability to work under deadlines, strong time management skills
  

• Ability to work independently with confidential and sensitive matters
  

• Proven ability to manage competing priorities in a fast-paced and changing environment
  
• Demonstrated ability to identify and resolve problems effectively
  
• Keen to build positive relationships and enjoys interacting with people
  

Desired Education

• Diploma or Certificate from an Office Administration, Legal Assistant or Business program or an equivalent combination of education and experience
  

WORKING CONDITIONS:

• Willingness to work a flexible schedule, travel and in turn receive job flexibility
  

TO APPLY:

To apply send all resumes to We thank all applicants for their submissions, but only those deemed qualified by our hiring manager will be contacted. No phone calls please.

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.