executive assistant

About the company

**_*About Us:*_** Hariri Pontarini Architects is a leading Canadian architectural and urban design firm. Driven by a commitment to design excellence, our 120-person practice is committed to advancing cities through enduring buildings and inspired public spaces. Our firm?s portfolio covers a diverse range of cultural, academic, mixed-used, multi-unit and private residential, healthcare and commercial projects.

Your tasks

**_*Position Description:*_** Hariri Pontarini Architects is seeking an experienced, highly organized and discreet Executive Assistant to provide dedicated support to the two Founding Partners and supplementary support to two Partners.

This role is responsible for managing executive schedules, correspondence, travel, financial administration and day-to-day office needs, while providing occasional personal administrative assistance to the Founding Partners. Working closely with the Partners and Workplace Operations team, the Executive Assistant helps ensure that commitments are well coordinated, priorities are managed effectively, and clients and visitors receive welcoming and professional experience.

**_*Positions Responsibilities:*_**

• Executive and Calendar Management: Manage the Founding Partners? calendars, prioritize requests, resolve scheduling conflicts and coordinate meetings, speaking engagements and presentations. Arrange in-person and virtual meetings and provide supplementary meeting coordination for the other Partners.
• Correspondence and Communications: Manage the Founding Partners? inboxes, draft and proofread correspondence, screen calls and requests, coordinate visitors, and prepare documents for review and signature.
• Travel and Personal Assistance: Coordinate domestic and international travel, including flights, accommodation, transportation, reservations, itineraries and travel documentation. Arrange personal appointments, reservations and other personal administrative matters for the Founding Partners and Partners as required.
• Financial and Professional Administration: Complete the Founding Partners? timesheets, support billing, reconcile expenses and receipts, administer benefits claims, and maintain professional license and membership records, including renewals.
• Technology and Records Management: Coordinate technology requirements with IT, arrange equipment and upgrades, assist with setup and data migration, maintain organized SharePoint and OneDrive records, and securely manage account credentials using approved tools.
• Office and Hospitality Support: Prepare the Founding Partners? offices, coordinate supplies, purchasing, couriers and shipments, and arrange refreshments, catering and meeting-room setup.
• Events and Workplace Operations: Collaborate with Workplace Operations to coordinate office needs and support internal events, client meetings and other firm functions.
• Client and Relationship Support: Maintain a warm, professional presence with clients, consultants, colleagues and distinguished visitors, balancing competing requests diplomatically while protecting the Partners? time and priorities.

Requirements

The ideal candidate is proactive, resourceful and service-oriented, with sound judgment, exceptional attention to detail and the ability to anticipate needs, manage competing demands and handle confidential information with discretion. Occasional early or late hours may be required to support executive schedules, travel and events.

Qualifications and Experience

• Minimum five years of experience supporting senior executives, ideally in a professional services, architecture or design environment.
• Post-secondary diploma or degree in Office Administration, Business Administration or a related field is an asset; an equivalent combination of education and experience will be considered.
• Advanced proficiency in Microsoft Outlook, Word and Teams.
• Profici

Other

Location: Toronto, ON

Vacancy Status: This posting is for a current vacancy.

This is on-site position: Monday to Friday from 9 AM to 6 PM.