Office Manager / Executive Assistant

Office Manager / Executive Assistant

Start Date: A.S.A.P.

About Audax

Audax is a vertically integrated organization that provides Architecture, Interior Design, and Construction Management services to the luxury real estate market with a strong focus on high-end residential work. The services are performed by the sister companies Audax Architecture Inc. and Audax Construction Inc. The firm's work is motivated by Human Architecture, a unique approach that combines the best elements from traditional architecture with a modern aesthetic. We believe in beauty, history, and respect for the traditions of classical architecture. Audax provides a holistic approach that looks at a project's technical, aesthetic, and functional objectives. This combined expertise results in buildings and interior spaces with an articulated design language and a seamless integration between architecture, interior design, and décor.

The firm is looking for an Office Manager / Executive Assistant to join their team.

Job Overview

The Office Manager / Executive Assistant is a full-time position central to the day-to-day success of our studio. As a full-service architecture, interior design, and construction studio, we are seeking an experienced, highly organized professional who takes initiative and pride in ensuring the office is coordinated, prepared, and running smoothly.

The ideal candidate will work closely with and provide primary administrative and operational support to the Director of Operations, helping to monitor day-to-day office procedures, follow up on priorities, anticipate needs, and resolve routine issues as they arise. They will also provide administrative and occasional personal assistance to the Principals and broader support to the studio.

This position offers the opportunity to collaborate closely with management and our studio team while working alongside some of the most successful and affluent homeowners and businesspeople across Canada and internationally.

Qualifications

College diploma or university degree; post-secondary education in business administration, office administration, or a related field is an asset

Minimum of five years of relevant experience in office management, executive assistance, office administration, or a comparable role

Demonstrated experience supporting senior executives and office staff in a professional environment

Bookkeeping experience, including accounts payable and receivable, invoicing, account reconciliations, and routine financial record-keeping

High level of proficiency in Microsoft Office, particularly Outlook, Word, and Excel

Experience with accounting or project-management software; experience with Deltek Ajera is an asset

Highly organized, proactive, and detail-oriented, with the ability to manage competing priorities and work independently

Resourceful and solutions-oriented, with sound judgment and the ability to identify, troubleshoot, and help resolve day-to-day operational issues

Holds themselves and their work to the highest professional standard, demonstrating consistency, care, accountability, and pride in everything they undertake

Excellent written and verbal communication skills

Trustworthy and discreet when handling confidential or sensitive information

Collaborative and team-oriented, with a willingness to assist others and contribute wherever needed

Experience in architecture, interior design, construction, or another professional-services environment is an asset

Access to a vehicle is an asset

Key Responsibilities

Serve as the primary administrative and operational support to the Director of Operations, helping manage priorities, coordinate office activities, and follow matters through to completion

Work with the Director of Operations to anticipate needs, identify concerns, troubleshoot problems, and provide and implement solutions

Provide administrative and occasional personal assistance to the Principals, including scheduling, correspondence, document organization, and errands

Coordinate meetings and manage the office calendar, ensuring any necessary meeting arrangements are organized in advance

Maintain the firm’s compliance calendar, proactively monitoring insurance renewals, certificates, registrations, and other administrative requirements to ensure deadlines are met

Assist with HR administration, including employee onboarding and offboarding

Coordinate office events, celebrations, gifting programs, and other firm-wide initiatives, including planning, purchasing, logistics, and follow-up

Support marketing and PR activities by coordinating website updates, liaising with external partners, tracking deliverables, and helping to keep initiatives moving forward

Serve as the first point of contact for the office by welcoming clients and visitors, answering telephone calls, and maintaining a polished and professional experience

Prepare meeting spaces and ensure videoconferencing, presentation, recording, and transcription tools are set up and functioning

Perform general administrative duties, including sorting mail, organizing couriers, maintaining files, organizing documents, and completing office errands

Maintain and update the firm’s contact database, directories, and administrative records

Monitor inventory and replenish office, kitchen, and meeting supplies as needed

Oversee routine office security matters, including keys and access

Coordinate the resolution of routine IT and technology issues with the firm’s external service providers and follow up to ensure completion

Assist in accounting activities, including reviewing and correcting timesheets, preparing client invoices, monitoring accounts receivable, accounts payable entries, and routine banking

Provide additional administrative and operational support to the Director of Operations, Principals, and broader studio as required

Benefits of Working at Audax

Given our 3 practice areas, you will have a unique and in-depth learning experience, provided by exposure to the day-to-day functions of architecture, interior design, and construction

The opportunity to work with the best of the best, including the finest trades and craftsmen, the highest quality materials and finishes, along with some of the most successful and affluent homeowners and business people across Canada and internationally

The move to a new, custom-built office, located directly across the street from Trinity Bellwoods Park, just steps away from the shops and restaurants of Queen Street West, Dundas Street West, Little Italy, and Ossington Avenue. TTC stop at your doorstep.

Competitive salary

Dental and health benefits package

Paid time off between Christmas and New Year’s Day, in addition to your regular vacation

The opportunity to learn and grow from continuing education and the support of professional development

A vibrant and creative workspace, set alongside a team of positive, hardworking, and supportive staff

A work culture that encourages growth, teamwork, and positivity, and an “open door” policy that promotes open communication with management