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Closed listing

dkstudio architects inc.

Executive Assistant to President & CEO

Toronto, ON, Canada

Job type: Full-time
Closing date: Oct 25, 2026
Experience: 5+ years of experience as an Executive Assistant, Personal Assistant, Senior Administrative Assistant or similar role supporting executives or senior leadership
Posting language: English
Posted: Sep 25, 2026

This opening has closed.

The original listing is kept below for reference.

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Original job description

Archived listing. The details below describe a past opening.

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.

About employer

More about this job

Responsibilities

Manage the Principals’ schedules, travel, meetings, correspondence, records, expenses, and follow-up while coordinating with staff, clients, consultants, and external partners. Support marketing and business development activities, including proposals, presentations, events, client outreach, and related materials.

Requirements

Requires at least five years of experience supporting executives or senior leadership, along with strong organizational, communication, time-management, judgment, and discretion skills. Candidates must be proficient with Microsoft Office and Outlook, hold a valid driver’s licence with a clean record, have access to a reliable vehicle, and be flexible for occasional work outside regular hours.

Skills

Calendar Management
Travel Coordination
Meeting Planning
Professional Correspondence
Time Management
Organization
Communication
Prioritization
Confidentiality
Attention To Detail
Microsoft Office
Outlook
Marketing Support
Business Development
Client Relations
Driving

Visa sponsorship

Not detected in the job text

Keywords

Executive Assistance
Calendar Management
Scheduling
Domestic Travel
International Travel
Meeting Coordination
Correspondence
Expense Reports
Invoice Coordination
Recordkeeping
Confidential Documentation
Client Events
Marketing
Business Development
Presentations
Proposals
Award Submissions
Client Relations
Microsoft Office
Outlook
Productivity Platforms
Architecture
Design
Driving
Special Projects

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