Architectural Executive Assistant Jobs

Parkin Architects Limited is an employee-owned, award-winning, architectural practice firm with a proven track record in practical, innovative and economical design. During a history spanning some 60 years, Parkin has designed some of Canada’s most notable buildings.

Parkin’s Vancouver, Toronto and Ottawa offices serve both Canadian and international clients with the immediacy and attention of a local service. Parkin’s design influence can currently be found in eight of Canada’s provinces, and in Nunavut.

The employee-owned firm is staffed with well over 140 experienced architects, designers, project managers, administrative staff, including LEED, Evidence-Based Design and LEAN accredited professionals, many of whom are dedicated to specific market sectors. We believe in personalizing the design experience for clients and maintaining a hands-on approach to projects. Every project we undertake has the direct involvement of Directors and Principals. Promoting mutual trust, we address the full scope of a facility’s operational requirements, from addressing technology and space needs to optimizing everyday movements, as well as employee health, well-being and productivity. Our unique ability to provide truly meaningful services to our clients is largely derived from the partnerships that we foster with them.

Position Overview:

As the Architectural Executive Assistant, you will directly assist the Executive Architect in their daily operations, managing schedules, coordinating projects, and facilitating effective communication within the architectural team, with external stakeholders and with company employees. This role requires exceptional organizational skills, a high level of professionalism, and the ability to handle confidential information with discretion.

Responsibilities:

Calendar and Schedule Management:

• Manage the Executive Architect's calendar, schedule appointments, and arrange meetings, ensuring efficient time management and prioritization of tasks.
• Coordinate and schedule internal and external meetings, conferences, and events, handling logistics, reservations, and travel arrangements as needed.
• Anticipate scheduling conflicts and proactively resolve them, ensuring optimal use of the Executive Architect's time.

Project Coordination and Communication:

• Prepare and distribute project-related documents, reports, and presentations, maintaining accuracy and confidentiality.
• Facilitate communication and coordination among the architectural team, clients, consultants, contractors, and other stakeholders to ensure effective project execution.
• Collaborate closely with the Executive Architect on project-related activities, including monitoring project timelines, deliverables, and milestones.

Administrative Support:

• Assist the Executive Architect in drafting and editing correspondence, reports, and proposals, ensuring adherence to established standards and guidelines.
• Conduct research, compile data, and prepare relevant information for meetings, presentations, and reports.
• Manage and organize documents, files, and records, both in physical and electronic formats, maintaining a systematic filing system for easy retrieval.

Timesheet and Expense Management:

• Collect, review, and process the architect's expense submissions, verifying receipts, categorizing expenses, and ensuring compliance with company policies.
• Manage the architect's timesheet, ensuring accurate recording of project hours and adherence to deadlines.

Confidentiality and Discretion:

• Exercise sound judgment and maintain a professional demeanour when dealing with sensitive issues or situations.
• Handle sensitive and confidential information with utmost professionalism and discretion, maintaining a high level of confidentiality at all times.

Qualifications:

• Familiarity with architectural terminology, processes, and documentation is desirable.
• Experience in managing timesheets and expense submissions is preferred.
• Proven experience as an executive assistant or in a similar role, preferably in an architectural or design firm.
• Professionalism, integrity, and a high level of discretion when handling confidential information.
• Strong organizational skills with the ability to multitask, prioritize, and meet deadlines in a fast-paced environment.
• Proficient in using productivity tools, such as Microsoft Office Suite and project management software.
• Experience using Microsoft Teams and Office suite is preferred
• Experience using ChatGPT or similar AI language models for message composition and editing is preferred.
• Ability to work independently, take initiative, and anticipate needs, while also collaborating effectively within a team.
• Excellent communication skills, both written and verbal, with a keen attention to detail.

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