Office Manager / Executive Assistant

Audax • Toronto, ON

10d • Onsite

About The Position

The Office Manager / Executive Assistant is a full-time position central to the day-to-day success of our studio. As a full-service architecture, interior design, and construction studio, we are seeking an experienced, highly organized professional who takes initiative and pride in ensuring the office is coordinated, prepared, and running smoothly.
The ideal candidate will work closely with and provide primary administrative and operational support to the Director of Operations, helping to monitor day-to-day office procedures, follow up on priorities, anticipate needs, and resolve routine issues as they arise. They will also provide administrative and occasional personal assistance to the Principals and broader support to the studio.
This position offers the opportunity to collaborate closely with management and our studio team while working alongside some of the most successful and affluent homeowners and businesspeople across Canada and internationally.

Requirements

• College diploma or university degree; post-secondary education in business administration, office administration, or a related field is an asset
• Minimum of five years of relevant experience in office management, executive assistance, office administration, or a comparable role
• Demonstrated experience supporting senior executives and office staff in a professional environment
• Bookkeeping experience, including accounts payable and receivable, invoicing, account reconciliations, and routine financial record-keeping
• High level of proficiency in Microsoft Office, particularly Outlook, Word, and Excel
• Experience with accounting or project-management software; experience with Deltek Ajera is an asset
• Highly organized, proactive, and detail-oriented, with the ability to manage competing priorities and work independently
• Resourceful and solutions-oriented, with sound judgment and the ability to identify, troubleshoot, and help resolve day-to-day operational issues
• Holds themselves and their work to the highest professional standard, demonstrating consistency, care, accountability, and pride in everything they undertake
• Excellent written and verbal communication skills
• Trustworthy and discreet when handling confidential or sensitive information
• Collaborative and team-oriented, with a willingness to assist others and contribute wherever needed
• Experience in architecture, interior design, construction, or another professional-services environment is an asset
• Access to a vehicle is an asset

Responsibilities

• Serve as the primary administrative and operational support to the Director of Operations, helping manage priorities, coordinate office activities, and follow matters through to completion
• Work with the Director of Operations to anticipate needs, identify concerns, troubleshoot problems, and provide and implement solutions
• Provide administrative and occasional personal assistance to the Principals, including scheduling, correspondence, document organization, and errands
• Coordinate meetings and manage the office calendar, ensuring any necessary meeting arrangements are organized in advance
• Maintain the firm’s compliance calendar, proactively monitoring insurance renewals, certificates, registrations, and other administrative requirements to ensure deadlines are met
• Assist with HR administration, including employee onboarding and offboarding
• Coordinate office events, celebrations, gifting programs, and other firm-wide initiatives, including planning, purchasing, logistics, and follow-up
• Support marketing and PR activities by coordinating website updates, liaising with external partners, tracking deliverables, and helping to keep initiatives moving forward
• Serve as the first point of contact for the office by welcoming clients and visitors, answering telephone calls, and maintaining a polished and professional experience
• Prepare meeting spaces and ensure videoconferencing, presentation, recording, and transcription tools are set up and functioning
• Perform general administrative duties, including sorting mail, organizing couriers, maintaining files, organizing documents, and completing office errands
• Maintain and update the firm’s contact database, directories, and administrative records
• Monitor inventory and replenish office, kitchen, and meeting supplies as needed
• Oversee routine office security matters, including keys and access
• Coordinate the resolution of routine IT and technology issues with the firm’s external service providers and follow up to ensure completion
• Assist in accounting activities, including reviewing and correcting timesheets, preparing client invoices, monitoring accounts receivable, accounts payable entries, and routine banking
• Provide additional administrative and operational support to the Director of Operations, Principals, and broader studio as required

Benefits

• Unique and in-depth learning experience provided by exposure to the day-to-day functions of architecture, interior design, and construction
• Opportunity to work with the best of the best, including the finest trades and craftsmen, the highest quality materials and finishes, along with some of the most successful and affluent homeowners and business people across Canada and internationally
• Move to a new, custom-built office, located directly across the street from Trinity Bellwoods Park, just steps away from the shops and restaurants of Queen Street West, Dundas Street West, Little Italy, and Ossington Avenue. TTC stop at your doorstep.
• Competitive salary
• Dental and health benefits package
• Paid time off between Christmas and New Year’s Day, in addition to your regular vacation
• Opportunity to learn and grow from continuing education and the support of professional development
• A vibrant and creative workspace, set alongside a team of positive, hardworking, and supportive staff
• A work culture that encourages growth, teamwork, and positivity, and an “open door” policy that promotes open communication with management

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree