Intermediate Administrative Assistant

DIALOG

Experienced Administrative Assistant providing project support within a multi-disciplinary design firm. Collaborating with partners and executing administrative tasks in a dynamic environment.

Posted 5/5/2026full-timeEdmonton • 🇨🇦 CanadaMid-LevelSenior💰 CA$60,000 - CA$75,000 per yearWebsite

About the role

Key responsibilities & impact

Provide flexible, reliable administrative support to Partners and their project teams, adapting quickly as priorities shift
Coordinate with administrative team members to balance workloads, share coverage, and align on studio priorities and service standards
Manage frequently changing calendars; coordinate travel; and prepare expense claims
Provide administration and project management coordination support (meeting logistics, action tracking, document control, and meeting minutes) to keep teams organized and informed
Exercise sound judgment, anticipate needs, and work independently - knowing when to escalate, ask questions, or bring stakeholders together
Edit, format, and proofread documents and presentations (contracts, proposals, and reports) with a high level of accuracy and attention to detail
Handle sensitive and confidential information with tact, professionalism, and discretion
Partner with the team to plan, coordinate, and set up internal and external meetings and studio events
Provide occasional front desk coverage as needed and offer additional on-site support during busy periods and events

Requirements

What you’ll need

Post-secondary education in office administration (or a related discipline) is preferred; equivalent experience will be considered
5–10 years of executive administration experience, ideally in a professional services and/or project-based environment
A collaborative, service-oriented approach—comfortable supporting multiple stakeholders while maintaining positive working relationships
Proven ability to prioritize and pivot in a fast-paced environment, juggling competing deadlines without losing attention to detail
Strong written and verbal communication skills, with confidence interacting across levels and disciplines
Intermediate to advanced Microsoft 365 skills (Word, Excel, Outlook, Teams, and PowerPoint), including document formatting and managing shared files
Highly organized, dependable, and detail-oriented, with strong follow-through and a proactive approach to problem-solving
Able to work effectively both independently and as part of a team, bringing calm, professionalism, and adaptability to changing needs

Benefits

Comp & perks

Parental leave top-up programs for all parents upon the birth or adoption of a child
RRSP matching
Competitive medical and dental benefits coverage upon the first day of employment
Discounted memberships
Encouraged work/life balance with gifted time off during the holiday season and Vacation Buy-Up program
Reimbursement for professional memberships and dues

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills & Tools

executive administrationproject management coordinationdocument controlmeeting logisticsexpense claims preparationcalendar managementproofreadingeditingattention to detailproblem-solving

Soft Skills

collaborativeservice-orientedprioritizationadaptabilitycommunicationdependabilityorganizationproactiveindependenceteamwork

Certifications

post-secondary education in office administration