Office Administrator/executive Assistant

Foreshew Design Associates (FDA) is Muskoka’s premier architectural and planning firm, rooted in the heart of Port Carling. With over 14 years of local expertise, Alex Foreshew and his team bring bold vision, refined design, and seamless execution to waterfront estates that stand the test of time.

**Administrative Responsibilities**
- Process payroll and maintain employee records.
- Assist with budgeting and forecasting.
- Provide regular financial reports as required.
- Overall forecasting of incoming payments and outgoing expenses.
- Work closely with accounting firm and bookkeeper for seamless correspondence processing.
- Oversee day-to-day administrative operations, ensuring smooth business functions.
- Manage office supplies, equipment, and ensure proper maintenance.
- Responsible for upkeep and stocking of common areas: ensuring shared kitchen space is clean, dishwasher cycles, boardroom is presentable, bathrooms are stocked, etc.
- Coordinate meetings, manage schedules, and assist senior management with various tasks.
- Prepare reports, presentations, and correspondence as needed.
- Maintain and update office records and databases.
- Assist in human resource functions such as recruitment and onboarding.

**EA Responsibilities**
- **Executive Support**: Provide high-level administrative support to the [CEO/Executive Team], including managing calendars, scheduling meetings, and preparing documents.
- **Travel and Event Coordination**: Organize domestic and international travel arrangements, including flights, accommodations, and itineraries. Plan and coordinate meetings, conferences, and events.
- **Document Preparation**: Prepare reports, presentations, and other correspondence; review and proofread documents for accuracy and clarity.
- **Confidentiality**: Handle sensitive information and confidential matters with discretion and professionalism.
- **Liaison**: Serve as a point of contact between the executive, team and clients
- **Personal tasks**: Assist with personal errands and tasks as needed, from Owner

**Qualifications**
- Minimum of 3 years of administrative experience
- Strong organizational skills and attention to detail
- Ability to work independently and prioritize tasks
- Strong bookkeeping and payroll technical skills
- High proficiency in MS Office (Word, Excel, Outlook, Teams).
- High proficiency in Adobe Products (Acrobat/InDesign)
- Willingness to learn and adapt to technological changes
- Excellent attention to detail, interpersonal, communication and organizational skills
- Sound judgement regarding confidential information and sensitive matters
- Professional manner, strong work ethic and ability to work both independently and as part of a team
- Strong understanding of a client-focused fast paced work environment including related deadlines and the ability to work to meet those deadlines

**What We Offer**
- Permanent position of 40 hours per week plus
- Semi
- Flexible work schedule
- Competitive Salary commensurate with experience
- Flexible leave days
- Extensive, fully covered benefit package
- Strong emphasis on a positive and enjoyable work environment
- Frequent staff events and investment into company culture
- Reimbursement of professional dues
- Opportunities for professional growth and development
- Support for professional development and continuing education

**Job Types**: Full-time, Permanent

Pay: $50,000.00-$80,000.00 per year

**Benefits**:

- Casual dress
- Company events
- Disability insurance
- Flexible schedule
- Life insurance
- Paid time off
- Vision care

Schedule:

- Monday to Friday

**Education**:

- Secondary School (preferred)

**Experience**:

- Bookkeeping: 1 year (preferred)

**Language**:

- English (required)

Work Location: In person