Junior Executive Assistant

About KPMB Design Inc.

With over 30 years of experience, KPMB Architects is dedicated to creating design solutions that inspire positive change. As a full-service architectural firm operating across Canada and the United States, we specialize in building and interior design, master planning, workplace strategy, project management, sustainable design, and stakeholder engagement across diverse sectors including education, healthcare, arts, government, hospitality, and mixed-use development. Our team combines passion, creativity, and expertise to address contemporary challenges and open new possibilities for our clients and communities.

Role Summary

We are looking for a detail-oriented and proactive Junior Executive Assistant to support our executive team by managing administrative tasks and ensuring seamless operations. Working closely with the Senior Executive Assistant, you will help coordinate schedules, meetings, and documentation allowing executives to fully concentrate on their core responsibilities.

Key Responsibilities

• Coordinate and manage the daily calendars for Partners, including meetings, events, travel, and appointments.
• Maintain accurate records, document filing systems, and collaborate with the Executive administration team.
• Process timesheets, expenses, and invoices for Partners, creating reports and arranging payments.
• Draft and edit correspondence, presentations, communications, and other documents.
• Manage incoming communications such as emails and phone calls, ensuring timely follow-ups.
• Assist with report preparation, meeting agendas, and minutes.
• Oversee office license management including registration and renewal across provinces/states.
• Provide front desk coverage during Receptionist absences.
• Take detailed and accurate meeting minutes in internal and external meetings, distributing action items promptly.
• Coordinate with departments, stakeholders, and external partners to facilitate smooth workflow.
• Support marketing activities by updating meeting agendas, taking minutes for business development/marketing meetings, scheduling content-related meetings, and maintaining corporate association memberships including registrations and renewals.
• Manage administrative tasks related to sponsorships and marketing activations including digital filing of contracts, invoices, and reports.
• Handle event registrations and RSVPs for leadership conferences and meetings.
• Arrange travel logistics for conferences, meetings, and events for partners and staff.
• Lead coordination with third-party vendors for marketing events.
• Assist in preparation and distribution of marketing collateral and manage logistics for meetings including venue booking, catering, AV, and guest lists.
• Serve as liaison between the Marketing/Business Development teams and other departments.
• Maintain and update the CRM database to ensure accurate experience records.
• Generate reports from marketing software as required.

Qualifications

• At least one year of experience in an administrative or assistant capacity.
• Ability to juggle multiple priorities and meet deadlines in a dynamic environment.
• Proficient with MS Office Suite.
• Exceptional organizational and schedule coordination abilities.
• Strong collaborative skills and ability to work effectively within a team.
• Excellent written and verbal communication skills.
• Problem-solving and critical thinking skills are highly valued.
• A self-driven individual who takes initiative.

Why Join Us?

Established in 1987, KPMB Architects is a thriving firm focused on building vibrant communities. With a culture of collaboration and support, our diverse team includes experienced professionals and emerging leaders who value mentorship and learning. We encourage participation beyond project work, contributing to community initiatives and firm activities.

We are an equal opportunity employer committed to fostering diversity in age, race, gender, sexual orientation, disability, and more.

Additional Information

• Transportation: A free shuttle bus service runs Monday to Thursday from Union Station to our office for transit users.
• Facilities: Underground bicycle parking is available for staff.