Executive Assistant to the Principals
Toronto, ON | Full-Time
dkstudio architects inc. is seeking a highly organized, proactive, and polished Executive Assistant to the Principals to provide high-level administrative, operational, marketing and business development support to the firm's leadership.
This is a key role within the studio, supporting the Principals in managing their schedules, priorities, communications, travel, meetings and day-to-day activities, while also assisting with the firm's marketing and business development initiatives. The ideal candidate is exceptionally organized, anticipates needs before they arise, exercises sound judgment and discretion, and is comfortable working in a fast-paced, creative and highly collaborative environment.
The Role
Working closely with the Principals, the Executive Assistant will help ensure their time and priorities are managed effectively while acting as a trusted point of coordination between leadership, staff, clients, consultants and external partners.
Key responsibilities include:
- Manage complex calendars, appointments, meetings and scheduling for the Principals
- Coordinate domestic and international travel, including flights, accommodations, transportation, itineraries and related arrangements
- Proactively manage scheduling conflicts, priorities and changes
- Prepare and coordinate meetings, including agendas, supporting materials, meeting logistics and follow-up items
- Monitor and help manage correspondence, invitations, requests and time-sensitive matters
- Draft and prepare professional correspondence and communications on behalf of the Principals
- Coordinate internal and external meetings with clients, consultants, vendors and other stakeholders
- Assist with expense reports, invoices, memberships, reservations and other administrative matters
- Maintain organized records, files, contact information and confidential documentation
- Support the coordination of client events, industry events, dinners, presentations and firm functions
- Track key commitments, deadlines and follow-up items to ensure nothing falls through the cracks
- Liaise with internal teams to obtain information and materials required by the Principals
- Assist with the firm's marketing and business development initiatives, including presentations, proposals, client outreach, events, research and follow-up activities
- Support the preparation and coordination of marketing materials, award submissions, credentials packages, project information and other firm communications
- Assist with maintaining and developing relationships with clients, prospective clients and industry contacts
- Provide occasional personal administrative support where it directly relates to managing the Principals' schedules and commitments
- Provide transportation and driving support for the Principals when required for meetings, events, site visits and other business-related activities
- Take initiative on special projects and other responsibilities as required
What We're Looking For
The successful candidate will be someone who is highly organized but also understands the importance of judgment, discretion, anticipation and attention to detail when supporting senior executives.
Qualifications and attributes:
- 5+ years of experience as an Executive Assistant, Personal Assistant, Senior Administrative Assistant or similar role supporting executives or senior leadership
- Exceptional organizational and time-management skills
- Strong written and verbal communication skills
- Professional, polished and confident when interacting with senior clients and executives
- Ability to manage multiple priorities and rapidly changing schedules
- Highly proactive, resourceful and solutions-oriented
- Excellent attention to detail and follow-through
- Strong judgment and ability to handle confidential and sensitive information with discretion
- Comfortable working independently and taking ownership of responsibilities
- Ability to anticipate needs rather than waiting for direction
- Strong proficiency with Microsoft Office, Outlook and other productivity and scheduling platforms
- Experience supporting marketing, business development, client relations or proposal development is considered an asset
- Experience within architecture, design, luxury retail, real estate, professional services or another creative industry is considered an asset
- Must possess a valid driver's licence and a clean driving record
- Must have access to a reliable vehicle and be comfortable running errands
- Flexibility to occasionally assist outside regular business hours when required for travel, events or time-sensitive matters
Location: Toronto, Ontario
Position: Full-Time
Work Environment: In-office,
Interested candidates are invited to submit their resume and a brief introduction outlining their relevant experience.
dkstudio architects inc. is an equal opportunity employer. We thank all applicants for their interest; however, only candidates selected for an interview will be contacted.
