Office Manager / Executive Assistant

Office Manager / Executive Assistant Start Date: A.S.A.P. About Audax 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. The firm is looking for an Office Manager / Executive Assistant to join their team. Job Overview The Office Manager / Executive Assistant is a full-time position central to the day-to-day success of our studio. As a full-service architecture, interior design, and construction studio, we are seeking an experienced, highly organized professional who takes initiative and pride in ensuring the office is coordinated, prepared, and running smoothly. The ideal candidate will work closely with and provide primary administrative and operational support to the Director of Operations, helping to monitor day-to-day office procedures, follow up on priorities, anticipate needs, and resolve routine issues as they arise. They will also provide administrative and occasional personal assistance to the Principals and broader support to the studio. This position offers the opportunity to collaborate closely with management and our studio team while working alongside some of the most successful and affluent homeowners and businesspeople across Canada and internationally. Qualifications 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 High level of proficiency in Microsoft Office, particularly Outlook, Word, and Excel Experience with accounting or project-management software; experience with Deltek Ajera is an asset 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 Experience in architecture, interior design, construction, or another professional-services environment is an asset Access to a vehicle is an asset Key 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 Benefits of Working at Audax 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

Provide primary administrative and operational support to the Director of Operations and Principals to ensure smooth studio functioning. Manage office coordination, financial record-keeping, HR administration, and serve as the first point of contact for clients.

Requires a college diploma or university degree and at least five years of experience in office management or executive assistance. Proficiency in Microsoft Office and bookkeeping is essential, with experience in architecture or construction being an asset.

• Dental Benefits • Health Benefits • Paid Time Off Between Christmas And New Year's Day • Professional Development Support • Competitive Salary

• Microsoft OfficeSouhaitée
• Tenue de livresSouhaitée

Relevées dans la description du poste. Confirmez les exigences importantes ci-dessus.

• Office Management
• Executive Assistance
• Bookkeeping
• Accounts Payable
• Accounts Receivable
• Microsoft Office
• Deltek Ajera
• Calendar Management
• HR Administration
• Client Relations
• Project Management Software
• Financial Record-keeping
• Professional Communication
• Event Coordination
• Document Organization
• Administrative Support
• Account Reconciliation
• Resourcefulness
• Office Administration
• Inventory Monitoring
• Accountability
• Time Off Management
• Solution-Oriented
• Positivity
• Administrative Functions
• Planning
• Ajera (Accounting Software)
• Microsoft Excel
• Accounting
• Construction
• Business Administration
• Management
• Construction Management
• Interior Design
• Financial Statements
• Marketing
• Invoicing
• Mail Sorting
• Microsoft Outlook
• Office Procedures
• Employee Onboarding
• Operations
• Proactivity
• Purchasing
• Real Estate
• Troubleshooting (Problem Solving)
• Verbal Communication Skills
• Video Conferencing
• Team Oriented
• Scheduling

• Administrative
• Management & Leadership
• Construction
• Art & Design
• Finance & Accounting
• Executive Assistant/Office Manager
• Office Manager (General)
• Office Supervisors
• First-Line Supervisors of Office and Administrative Support Workers

Formation minimale

Diplôme collégial

Expérience minimale

5+ ans

Langue de l’offre

anglais

Heures de travail

40 heures par semaine