Impress employers and recruiters.
Choose from hundreds of resume examples.

Target Resume Now

About the Role

The Office Manager / Executive Assistant is a full-time position central to the day-to-day success of Audax, a full-service architecture, interior design, and construction studio. This role provides primary administrative and operational support to the Director of Operations, assists the Principals, and supports the broader studio team. The position offers the opportunity to collaborate closely with management and the studio team while working with affluent homeowners and businesspeople.

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.

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.
Experience with accounting or project-management software; experience with Deltek Ajera is an asset.
Experience in architecture, interior design, construction, or another professional-services environment is an asset.
Access to a vehicle is an asset.

Skills

High level of proficiency in Microsoft Office, particularly Outlook, Word, and Excel.
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.

Location

Canada

Work Type

Full-time

Experience Level

Minimum of five years of relevant experience

Education Level

College diploma or university degree

Salary/Compensations

Competitive salary

Benefits

Given our 3 practice areas, you will have a unique and in-depth learning experience, provided by exposure to the day-to-day functions of architecture, interior design, and construction.
The 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.
The 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.
The 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.

About the Company

Audax is a vertically integrated organization that provides Architecture, Interior Design, and Construction Management services to the luxury real estate market with a strong focus on high-end residential work.
The services are performed by the sister companies Audax Architecture Inc. and Audax Construction Inc.
The firm's work is motivated by Human Architecture, a unique approach that combines the best elements from traditional architecture with a modern aesthetic.
We believe in beauty, history, and respect for the traditions of classical architecture.
Audax provides a holistic approach that looks at a project's technical, aesthetic, and functional objectives.
This combined expertise results in buildings and interior spaces with an articulated design language and a seamless integration between architecture, interior design, and décor.