Executive Assistant at TalentSphere — NeverHard

Job DescriptionJob Description Executive Assistant Architect & Design Firm $65-75k (base salary) + benefits Toronto, Ontario Other Titles: Executive Secretary, Administrative Business Partner THE FIRM TalentSphere is pleased to be working with an award-winning architectural practice that requires an Executive Assistant to work with the leadership team to manage scheduling and activities. Job Responsibilities Include: Administrative Support • Manage office, support visitors and event coordination/scheduling • Preparing and formatting routine correspondence, documents, reports, presentations, agendas, and meeting materials • Maintaining organized electronic and physical filing systems in accordance with office standards and records management requirements • Performing accurate data entry and updates in internal CRM database systems • Reviewing documents for formatting, completeness, and consistency Logistics & Coordination • Managing calendars, booking meetings, and coordinating logistics for virtual and in-person meetings • Scheduling meetings, preparing agendas, sending invitations, and ensuring required materials are distributed in advance • Arranging meeting rooms, technology, supplies, and catering when required • Supporting the coordination of internal and external meetings, events, and training sessions • Tracking meeting action items and following up with team members to support timely completion Communications & Front-Line Support • Receiving, screening, and directing incoming calls, emails, mail, and visitors • Responding to routine inquiries and redirecting non-routine matters to appropriate team members • Acting as a point of contact for internal staff and external partners on administrative and logistical matters Operational Support • Assisting with travel arrangements, expense tracking, and administrative documentation as required • Supporting recurring administrative processes and deadlines • Working collaboratively with the leadership team to support operational needs Qualifications and Experience To be successful in this role, you will have: • Strong organizational skills and attention to detail • Ability to manage multiple tasks, priorities, and deadlines in a fast-paced environment • Professional written and verbal communication skills • Strong proficiency in Outlook, Word, Excel, PowerPoint, Teams, and related business systems • 5+ years experience in an administrative, office support, or coordination role (5-6 years) Education • Diploma or certificate from a recognized college in Business Administration, Office Administration, or a related field is preferred • A combination of relevant education and experience will be considered Additional Requirements and Assets • Valid driver's license and access to a vehicle • Experience working in a fast paced environment and ability to prioritize multiple activities. Qualified candidates can send a resume along with references to jbroden@talentsphere.ca. Key words: Markham, Vaughan, North York, Richmond Hill, Etobicoke