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TB
Templ Brand Ambassador
Templ Brewing - Non-Alcoholic Beer Co.
Calgary, AB
- Full-time
No two days are the same. One day you might be pouring samples at a liquor store, the next you're supporting a local event, creating content for social media, or helping train retail staff…
Added 29 mins ago
VC
Food Service Worker / POT WASHER
Vancouver Coastal Health
Vancouver, BC
- $25.82 CAD / hour
- Part-time
…environment for patients, residents, families, visitors and staff. Reporting to the Coordinator and/or the Manager, Food Services, and with work direction from the Food Service Supervisor,…
Added 29 mins ago
YO
Y Community Connector Volunteer
YMCA of the National Capital Region
Ottawa, ON
- Part-time
…health of our communities. We recognize the contributions of our staff through innovative practices, great benefits, and growth opportunities. Whether you are starting out in your career or…
Added 29 mins ago
VC
Diet Technician / Supervisor - Casual/On-Call
Vancouver Coastal Health
Vancouver, BC
- $34.81 CAD / hour
- Other
…environment for patients, residents, families, visitors, and staff. Reporting to the Food Service Manager or designate, the Diet Technician/Supervisor utilizes a variety of current…
Added 44 mins ago
HP
Obstetrician/Gynecologist
Health PEI
Charlottetown, PE
- Full-time
…the Canadian Medical Protective Association (CMPA), Medical Staff Bylaws, and Health PEI Chart Documentation Standards, ensuring accurate and timely completion of patient…
Added 44 mins ago
CC
Development Director
Catholic Charities of Eastern Oklahoma
Ottawa, ON
- Full-time
Maintain a positive, supportive work environment that strengthens staff morale, encourages collaboration, and reflects the dignity of each team member
Added 1 hour ago
BU
Administrative Assistant, Faculty of Social Sciences
Brock University
St. Catharines, ON · Main Campus (Employees)
- Full-time
…comprehensive administrative support to faculty leadership, staff, and students. The incumbent ensures smooth day-to-day operations, effective communication, and administrative support for…
Added 1 hour ago
Recreation Worker - Uncertified 0.2 Days
Winnipeg Regional Health Authority
Winnipeg, MB
Added 1 hour ago
AH
Health & Safety Specialist
Argonauts Holdings Limited Partnership
Toronto, ON · Scotiabank Arena
- Full-time
…compliance with legislation for the Employer, Management/Supervisory staff, and…
Added 1 hour ago
NA
Orientation Coordinator, Student Life (Temporary)
Northern Alberta Institute of Technology
St. Catharines, ON · Main Campus
- Full-time
Supports the design, delivery, and evaluation of the NAIT Student Orientation welcome event, as well as additional orientation activities that enhance student development and engagement…
Added 1 hour ago
M(
Health & Safety Specialist
MLSE (Maple Leaf Sports & Entertainment Partnership)
Toronto, ON · Scotiabank Arena
- Full-time
…compliance with legislation for the Employer, Management/Supervisory staff, and…
Added 1 hour ago
P
Administrative Assistant
PwC
London, ON · Montreal, QC
- Full-time
Proactive management of email / calendar and event scheduling
Added 1 hour ago
B
Office Administrator
BioAlberta
AB · Edmonton, AB
- Full-time
· Ensure office technology is operational and available for staff use
Added 1 hour ago
UO
Communications Coordinator
University of British Columbia
Kelowna, BC · UBCO | Engineering, Management and Education Building (EME)
- $6,143.67 to $8,830.25 CAD / month
- Full-time
…excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC…
Added 1 hour ago
Constituent Relations & Equity Lead
AMS of UBC
Vancouver, BC
Provide support to AMS staff, clubs, services, resource groups, and members on issues relating to equity and inclusion.
Added 1 hour ago
MC
Conseillère ou conseiller en développement / Development Officer
Marianopolis College
Westmount, QC
- Full-time
Added 1 hour ago
Clinical Psychology Centre Office Coordinator
Simon Fraser University
Burnaby, BC
…events; advises clinical psychology graduate students, faculty, staff and clinical associates on CPC policies and procedures. Provides practicum support to the Clinical Psychology Program…
Added 1 hour ago
CG
Maitre D (Lead Banquet Server) - C Hotel
Carmen's Group
Hamilton, ON
- Part-time
The Maître D’ leads front-of-house service during events, helping the team provide attentive service and keep each event running smoothly. You’ll welcome guests, coordinate with the kitchen…
Added 2 hours ago
CC
Donor Care Representative
Canadian Cancer Society
St. John's, NL
- $48,000 CAD / year
- Full-time
Maximize event fundraising by supporting special event participants with the set-up of their online profiles and the use of online fundraising tools.
Added 2 hours ago
VI
Executive Assistant to the President
Vancouver Island University
Nanaimo, BC
- $82,083 to $93,276 CAD / year
- Full-time
…with internal stakeholders, including VIU employees (faculty, staff, and administrators), students, and internal committees and…
Added 2 hours ago
CC
Donor Care Representative
Canadian Cancer Society
Prince George, BC
- $48,000 CAD / year
- Full-time
Maximize event fundraising by supporting special event participants with the set-up of their online profiles and the use of online fundraising tools.
Added 2 hours ago
CC
Donor Care Representative
Canadian Cancer Society
Toronto, ON
- $48,000 CAD / year
- Full-time
Maximize event fundraising by supporting special event participants with the set-up of their online profiles and the use of online fundraising tools.
Added 2 hours ago
CC
Donor Care Representative
Canadian Cancer Society
Montreal, QC
- $48,000 CAD / year
- Full-time
Maximize event fundraising by supporting special event participants with the set-up of their online profiles and the use of online fundraising tools.
Added 2 hours ago
CC
Donor Care Representative
Canadian Cancer Society
Ottawa, ON
- $48,000 CAD / year
- Full-time
Maximize event fundraising by supporting special event participants with the set-up of their online profiles and the use of online fundraising tools.
Added 2 hours ago
CC
Donor Care Representative
Canadian Cancer Society
Quebec, QC
- $48,000 CAD / year
- Full-time
Maximize event fundraising by supporting special event participants with the set-up of their online profiles and the use of online fundraising tools.

Ware Malcomb

Administrative Assistant

Vaughan, ON, Canada

$22 to $25 CAD / hour · Full-time

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Job details

Pay: $22 to $25 CAD / hour
Job type: Full-time
Apply by: May 4, 2027
Experience: 3 years of administrative and/or marketing work experience, preferably in an architecture or engineering office
Posting language: English
Posted: Nov 5, 2026

Original job description

Are you ready to join a growth-oriented team where creativity meets innovation? At Ware Malcomb, we are a dynamic and forward-thinking design firm committed to pushing the boundaries. Our team-oriented, collaborative approach ensures that every project is a blend of visionary design, seamless project delivery, and we are actively engaged with both the community and the industry. Discover our vibrant culture to get an inside look into life at Ware Malcomb and the programs we offer. https://waremalcomb.com/life-at-ware-malcomb/

The role of the Administrative Assistant is to provide support to the offices in the Canada Region for Ware Malcomb (Vaughan, Toronto, and Ottawa). Responsibilities include supporting the Region in day to day administrative activities. This includes scheduling meetings, events, presentations & client interviews. Assisting with client/visitor interface, preparation of proposals and overall office policy & protocols.

Your Role

Assist in maintaining office appearance  
Assist in scheduling team events/outings for each office
Maintain conference room calendar and assists with booking conference rooms and equipment for meetings as required
Sort/distribute/prepare daily in/outgoing mail/FedEx
Perform light clerical duties such as data entry (entering/scanning contacts), typing and filing
Learn office software systems such as Deltek Vantagepoint, OpenAsset, etc. 
General office support to include ensuring that office supplies are well stocked for each office & general office organization and tidiness for the Vaughan office.
Help with opening project numbers in Deltek Vantagepoint
Assist with preparing proposals
Assist with billing/invoicing
Assist in running Project reports from Deltek Vantagepoint
Help with intake, filing & distribution of project related material submittals in Newforma

Qualifications

3 years of administrative and/or marketing work experience, preferably in an architecture or engineering office
Ability to work under pressure and maintain composure is essential
Ability to multitask 
Ability to interface courteously and efficiently with staff/visitors
Excellent verbal and written communication skills are essential
Strong computer skills, including Microsoft Office programs and Internet skills, are essential
Experience with Adobe Suite (InDesign, Photoshop, Adobe), video editing, databases, and CRM software programs a plus
Experience with proposal/technical writing preferred

This is a full-time, long-term position.

Established in 1972, Ware Malcomb is a dynamic, forward-thinking commercial real estate design firm providing professional architecture, interior design, civil engineering, branding, building measurement, structural engineering and MEP engineering services to clients throughout the world. With office locations throughout the United States, Canada, Mexico and Brazil, the firm specializes in the design of office, industrial, science & technology, healthcare, multifamily, retail, hospitality and public/institutional projects.

The firm is also ranked among the top 10 Architecture/Engineering firms in Engineering News-Record’s Top 500 Design Firms and the Top 30 Interior Design Firms in Interior Design magazine’s Top 100 Giants. For more information, visit waremalcomb.com.

We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses and identifying potential inconsistencies or verification signals in application materials based on available information. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.

The compensation range is $22-$25/hr, plus benefits. Read more about Life at Ware Malcomb.

The final agreed upon compensation is based on individual education, qualifications, experience, licensing, project specialty/complexity and work location. At Ware Malcomb, certain roles are bonus eligible.

This posting is for an existing vacancy.

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More about this job

Responsibilities

Provide day-to-day administrative support to the Canada Region offices, including scheduling meetings and events, assisting visitors, managing mail, and maintaining office supplies and organization. Support project administration through proposal preparation, billing and invoicing, project reporting, opening project numbers, and handling project materials.

Requirements

Requires three years of administrative and/or marketing experience, preferably in an architecture or engineering office, along with strong computer skills and excellent verbal and written communication. Candidates should be able to multitask, work under pressure, and interact courteously with staff and visitors; experience with Adobe tools, databases, CRM software, video editing, and proposal or technical writing is an asset.

Skills

Administrative Support
Scheduling
Event Coordination
Client and Visitor Relations
Proposal Preparation
Data Entry
Filing
Microsoft Office
Deltek Vantagepoint
OpenAsset
Adobe Creative Suite
Communication
Multitasking
Billing and Invoicing
Project Reporting
Office Organization

Visa sponsorship

Not detected in the job text

Keywords

Administrative Support
Marketing
Architecture
Engineering
Scheduling
Event Coordination
Client Interviews
Proposal Preparation
Office Policies and Protocols
Mail and FedEx
Data Entry
Microsoft Office
Deltek Vantagepoint
OpenAsset
Newforma
Adobe Creative Suite
InDesign
Photoshop
Video Editing
Databases
CRM Software
Technical Writing
Billing and Invoicing
Project Reporting
Project Administration
Conference Room Management

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