ARCHITECTURAL EXECUTIVE ASSISTANT

Parkin Architects • Full-time • Vancouver, BC, CA • 18h ago

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:

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

Administrative Support:

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

Timesheet and Expense Management:

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

Confidentiality and Discretion:

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

Qualifications:

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