Description

Q4A has been in growth mode for 5+ years and are now seeking an Executive Assistant to help support the growth of the firm. We are located in North Toronto with easy access to transit and Highway 401. We are looking for an energetic professional to foster an environment that will continue to build a happy, efficient and successful team.

You are an enthusiastic and pleasant individual with a passion for organization and functionality. You are professional through and through and have a practiced proficiency when it comes to administrative functions. When it comes to people, you are diplomatic and hold a good sense of judgement for how to approach people and challenges in different situations. You know when to be collaborative and when to stand tall on upholding our standards and practices. You anticipate the needs of the team and office to keep the team functioning in top form. You think three steps ahead and see solutions before a problem emerges. You are proactive and don’t wait to be asked to take action on getting things done. Ultimately, you are a role model for the firm’s culture and a strong support system for people to excel.

This role is a great opportunity to support our Principal and founder. You will provide some support to our controller and our 2 Directors. You are excited to help us build and maintain a highly functioning design studio. This role reports directly to the Principal.

The ideal candidate has 5+ years’ experience in an EA role, and can work and communicate well in a fast-paced, high growth, professional services firm.

Executive Support to our Principal

  • The goal of this aspect of the role is to directly support our Principal and to manage day-to-day tasks allowing her to focus on design and strategy.
  • Schedule meetings and appointments, preparing for success. Ensure minutes are prepared and follow-up on all action items
  • Co-ordinate executive communications, including taking/screening calls, sorting/responding to emails, interfacing with client, consultant and employee teams
  • Prepare internal and external documents
  • Co-ordinate travel and manage itineraries
  • Arrange social, corporate and team building events
  • Co-ordinate conferences and professional continuing education
  • Manage a well-balanced calendar for our Principal
  • Maintain an organized filing system for paper and electronic documents
  • Develop and sustain a level of professionalism across the team
  • Uphold a strict level of confidentially
  • Manage the social media calendars for our Principal and the firm
  • Manage our administrative team in various roles
  • With assistance from our administrative team, provide support to our directors, controller and management team
  • Assist in various human resource functions
  • Working with our accounting team to manage expenses and expense reports for our Principal and directors
  • Co-ordinate with and support our external IT and HR consultants to work seamlessly with our team
  • Co-ordinate logistics between our Toronto and Calgary offices

Qualifications

  • Strong communication skills
  • High attention to detail
  • 5+ years’ experience in an EA and office management role with people management responsibilities
  • Strong leadership skills and the ability to influence decisions
  • Previous experience working in an entrepreneurial or fast paced professional services firm
  • Able to manage multiple priorities and deadlines seamlessly
  • Self-managed and self-motivated
  • Astute at reading a group to respond diplomatically and diffuse conflict situations
  • Able to effectively manage multiple tasks or projects with competing priorities
  • Fully proficient in MS Office 365, Excel and other office communication tools such as WebEx, GoToMeeting and Adobe InDesign

It would be an asset if you had:

  • HR training and/or experience
  • Project management experience
  • Experience working in an architectural or other professional services firm 

What we provide:

  • Competitive salary benchmarked with reported Canadian salaries
  • Great health and dental benefits
  • Opportunity to work for a successful and growing professional services firm
  • A friendly, warm, welcoming environment that strives to not only do great work, but to be a great place to work

Please email CV’s and work samples in PDF format only to careers@q4architects.com. Word files will not be opened. No telephone inquiries please.

Please see this opportunity on LinkedIn