Executive Assistant

Executive Assistant to senior partners, design firm client, East Toronto.

Ideal Candidate: Polished, dependable and capable individual who anticipates their team's business requirements, uses sound judgement when priorities shift, follows through on details, and takes pride in representing the firm with warmth and professionalism.

Marberg Job Number: 2933.

Job Type: Temporary.

Initial Term: ASAP to December 24, 2026, possibility of extension.

Existing Vacancy: Yes.

Target Compensation: From $32 per hour to $36 per hour according to experience.

Regular Work Hours: From 9 a.m. to 6 p.m. with 1 half-hour unpaid lunch break and 2 fifteen minute unpaid breaks, Monday to Friday (40 work hours per week).

Work Location: 100% onsite at client's East Toronto location, streetcar accessible.

Onsite Dress Code: Smart Business Casual.

Responsibilities Summary:

Provide executive support to senior partners, including calendar and schedule management, preparing correspondence, domestic and international travel arrangements and client meeting preparation. Oversees day-to-day hospitality, and ensures a positive, professional welcome to clients and guests.

• Manage multiple calendars, coordinate meetings, resolve scheduling conflicts, and prioritize requests for partnership team.
• Manage executive correspondence, inboxes, calls and visitor requests, including drafting responses and preparing documents for signature.
• Coordinate domestic and international travel, including flights, accommodations, transportation, reservations and detailed itineraries.
• Handle executive administrative and financial tasks, including timesheets, expense management and receipt reconciliation.
• Coordinate technology requirements and maintain confidential records and account information.
• Oversee day-to-day office hospitality, including preparing workspaces, arranging refreshments and catering, and ensuring meeting spaces are ready.
• Additional executive and administrative support responsibilities as required.

Qualifications:

Education: Post Secondary Degree or Diploma in Office Administration, Business Administration or related discipline, or equivalent combination of work experience and education.

Preferred Work Experience: Approximately 5+ years of experience providing executive and administrative support to a senior leadership team.

Preferred Sector Experience: Previous office administration experience in a design firm, architectural practice, or professional services environment an asset.

Technical and Language Skills Requirements:

• Advanced MSOffice proficiency (will be tested).
• Strong typing and attention to detail (will be tested).
• Overall technical proficiency with online platforms and business applications, readily learning new tools to support executive scheduling, communication and collaboration.
• Advanced Level English written and reading comprehension skills including advanced level business writing skills, with excellent spelling, grammar, proofreading and syntax (will be tested).
• Advanced level English conversational skills, and polished, professional telephone manners.

Task -Based Qualifications and Additional Attributes:

• Warm and professional presence. Demonstrated ability to interact comfortably with clients, senior stakeholders and distinguished visitors. Strong sense of hospitality.
• Proactive approach, with ability to anticipate business needs and work independently.
• Sound judgment, discretion and ability to handle highly confidential information.
• Punctual, responsible, and reliable. Demonstrated record of professional conduct and character.
• Advanced organizational, coordinative and time management skills, with the ability to prioritize tasks effectively for self and others, meet tight deadlines and work well under pressure.
• Superior attention to detail, and organized, methodical approach to completion of tasks.
• Demonstrated ability to work well both independently and collaboratively, and liaise effectively with a wide and diverse range of internal and external business partners.

Additional Requirements:

• Must be legally entitled to work in Canada, providing satisfactory documentation upon request.
• Ability to work 100% onsite, abiding by organization health and safety policies.
• Ability to promptly provide recent, qualified employment references upon request who are available to speak with either Marberg or Marberg's client.
• Ability to declare personal Non-Conflict of Interest in execution of assignment responsibilities.
• Provision of certification of AODA and OHSA online training course completion prior to assignment start.
• Additional satisfactory Background Checks, Technical Skills Evaluations, Interpersonal Skills Assessment, and Employment References as required.

Application Notes:

We kindly request that you submit your resume immediately as our client is moving quickly.

We thank all applicants for their interest but wish to advise that only those selected for an interview will be contacted.

Please note that Marberg Staffing updates job posts regularly, and external job boards may not reflect these changes in a timely fashion. Please refer to https://marberg.com/career-portal for the most current information including salary range.

Please note that for this position, Marberg Staffing only accepts applications through Indeed.ca, LinkedIn and marberg.com.

Candidates are only contacted via official phone call, email, or LinkedIn message from Marberg Staffing. Please disregard any initial contact through other mediums such as text message.

No AI tools are used to screen, assess or select employment applications. All candidate selection processes are performed by qualified recruiters.

Marberg is committed to supporting workplace diversity and inclusivity, to reflect the demographic profile of all Ontarians. Applications are encouraged from equity seeking groups including people of colour, Indigenous people, individuals with disabilities, and people from the LGBTQ2S community.