Admin Team • Full Time • Toronto, ON

About Us:

Akb Architects is an award-winning, internationally recognized architecture practice known for design excellence in the private residential sector. As a boutique firm of 10–15 dedicated professionals, we take pride in our collaborative studio culture and unwavering commitment to quality.

We are currently seeking a highly organized, professional, and proactive Executive Assistant / Studio Manager to join our close-knit team. This dual-role position provides direct support to the Partners while managing the day-to-day operations of the studio.

Position Overview:

As Executive Assistant, you will act as a strategic partner to the Partners, enabling them to focus on high-impact priorities. This role requires a proactive, solutions-focused mindset and the ability to anticipate needs before they arise. You’ll balance structure with adaptability to help ensure the Partners perform at their best—both professionally and personally.

In your role as Studio Manager, you will oversee daily operations to maintain a well-organized, efficient, and supportive studio environment.

Key Responsibilities:

Executive Support:

• Manage and maintain Partners’ calendars, coordinating internal and external meetings and proactively resolving scheduling conflicts
• Prepare meeting agendas and schedules; track and follow up on action items as needed
• Act as a professional liaison between the Partners and internal/external stakeholders, ensuring clear and consistent communication
• Prioritize and manage all incoming communications (calls, emails, messages), responding on behalf of the Partners when appropriate
• Prepare, review, and submit detailed expense reports and benefits documentation
• Handle confidential and sensitive business matters with the highest level of discretion

Project & Task Management:

• Conduct in-depth research on a variety of topics to support decision-making, planning, and preparation
• Maintain accurate records of key contacts, documents, and information across both personal and professional spheres
• Provide administrative support to the Marketing Department as needed, including event coordination, expense tracking, and management of mailing lists and contact databases
• Support the IT consultant with technology-related requests and help manage studio IT equipment and systems

Office Management:

• Manage daily studio operations to maintain a clean, organized and well-functioning workspace, including inventory, basic maintenance, and troubleshooting
• Provide administrative support for Lunch & Learns, preparing food and technology for client meetings, and special events (e.g., holiday party, visitors).
• Greet visitors, manage courier drop offs/pick ups
• Maintain and update internal organizational documents and contact database
• Assist with onboarding new staff and fostering a welcoming and inclusive office environment for all employees and clients

Qualifications:

• Minimum of 3 years of experience as an Executive Assistant, Office Manager, or in a similar role supporting senior leadership
• Outstanding organizational, time-management, and multitasking abilities
• Excellent written and verbal communication skills, with the ability to represent senior executives professionally in all interactions
• Demonstrated maturity, discretion and professionalism, in handling sensitive information
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, OneDrive)
• Familiarity with Social Media platforms is an asset, though not required
• Positive, proactive, and solutions-focused approach to problem-solving

What We Offer:

• A collaborative, design-driven environment
• Opportunity to work closely with senior leadership and contribute meaningfully to the studio’s success
• Competitive salary commensurate with experience
• Comprehensive health benefits
• Additional paid leave during winter holidays, plus summer hours providing extended long weekends

To Apply:
If you are a motivated, detail-oriented individual seeking to make a meaningful impact within a small, dynamic firm, we would love to hear from you. Please submit your resume and cover letter – outlining your relevant experience – via the Collage HR platform.

We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex, sexual orientation, gender identity, gender expression, age, marital status, family status or disability.

Apply now