Junior Executive Assistant

Administration Full Time Toronto, ON Starting at $55,000 CAD per year

For more than three decades, KPMB Architects has evolved in response to a changing world and worked to change it for the better. Guided by our purpose and anchored by our values, KPMB crafts design solutions that catalyze positive change.

As a full-service practice working across Canada and the United States, we provide expertise in building design, interior design, master planning, workplace strategy, project management, stakeholder engagement, and sustainable design. KPMB has designed and delivered projects totaling more than 31 million square feet in a diverse range of sectors, including education, healthcare, scientific research, arts and culture, government, corporate, hospitality, recreation, and mixed‑use development.

With uncompromising rigor and close attention to the increasingly complex needs of the world around us, our diverse team devotes their expertise, passion, and creativity to solve today’s challenges and unlock new opportunities for our clients and the communities we serve.

The role / What are we looking for?

KPMB is seeking a highly organized and detail-oriented Junior Executive Assistant professional to join our team. This administrative role is integral in ensuring that our executive team operates efficiently and effectively by providing comprehensive administrative support. You will be responsible for handling various tasks to ensure our executives can focus on their core responsibilities. The role demands a proactive, self‑motivated individual who demonstrates initiative.

You will work closely with our Senior Executive Assistant to manage schedules, coordinate meetings, and ensure all administrative tasks are handled promptly and accurately. Ultimately, you will contribute to the smooth operation of our executive functions, keeping the team informed and on track with their deliverables and priorities.

Select key responsibilities:

Scheduling and coordination:

• Manage daily calendars for the Partners, scheduling meetings, conferences, events, appointments, and travel arrangements.
• Work closely with the Executive administration team to maintain comprehensive and accurate records, including document management and filing systems.
• Manage timesheets, expenses, and invoices for the Partners, including creating expense reports and submitting invoices for payment.

Administrative support:

• Prepare and edit correspondence, communications, presentations, and other documents.
• Handle incoming and outgoing correspondence including emails and phone calls, ensuring timely responses and follow‑ups.
• Assist in the preparation of reports, meeting agendas, and minutes.
• Office license management (Partner’s licenses in various provinces and states, registration, licensing renewal, etc.).
• Front desk coverage when Receptionist is away.

Communication and coordination:

• Take detailed minutes during internal and external meetings, ensuring all action items are clearly documented and distributed to relevant personnel.
• Coordinate and communicate with various departments, stakeholders, and external partners to facilitate smooth operations.

Marketing support:

• Update meeting agendas and take detailed minutes for Business Development and Marketing meetings.
• Schedule content development meetings, calls, and calendar coordination for team members and external collaborators.
• Ensure corporate memberships for various associations are current, including registrations and renewals.
• Administrative coordination for sponsorships and marketing activations: digital filing for contracts, reports, invoices, etc.
• Handle conference and event registration and RSVPs for Leadership.
• Manage travel arrangements for conferences, meetings, and events for partners and team members.
• Lead coordination of marketing events, including liaising with third‑party vendors.
• Assist in preparation and distribution for marketing collateral (technical prep, mailings).
• Coordinate logistics for internal and external meeting (venue booking, catering, AV, guest lists).
• Serve as point of contact between Marketing/Business Development team and other business functions.
• Maintain CRM database to ensure up‑to‑date, accurate, and legible experience.
• Pull reports from marketing software.

Candidate Profile + Qualifications

• A minimum of 1 year of experience in a similar administrative or assistant role.
• Ability to multitask, managing a high volume of work and competing deadlines in a fast‑paced environment.
• Proficiency with MS Office Suite.
• Outstanding organizational, schedule coordinat