Acton Ostry Architects Inc. – Executive Assistant


Acton Ostry Architects Inc.

We are seeking an Executive Assistant to join our growing creative team-oriented architectural practice. The successful candidate will provide support for the firm’s two principals, to assist with project, organizational and personal tasks, be a key member of our administrative team, and will be exposed to a variety of responsibilities in the operation of the office.

Acton Ostry Architects is a leading Canadian design-oriented firm led by principals Russell Acton and Mark Ostry, who lead the 35-person practice with two associate principles and three associates. Acton Ostry designs eloquent, experiential buildings rooted in a considerate, modernist expression. Our work is created with thoughtful consideration of local topography, climate, culture and to lessons learned from buildings inherited from the past.

Job Description:

  • Provide confidential business and personal administrative support
  • Manage calendars, maintain schedules and appointments
  • Coordinate meetings and events
  • Record, transcribe and distribute minutes of meetings
  • Coordinate office and personal travel arrangements
  • Answer and screen incoming calls for the Principals
  • Prepare and edit correspondence, communication, presentations and other documents
  • Ensure all correspondence, inquiries, deadlines and commitments are followed up
  • Perform personal assistant tasks including but not limited to: coordinating and booking personal appointments, and running errands
  • Working outside of regular business hours may be required from time to time
  • Assist with special projects and perform any other duties and responsibilities as assigned


  • 5+ years experience in a similar role preferred
  • High attention to detail, rigour, accuracy, strong organizational and multi-tasking skills
  • Excellent communication, written and interpersonal skills
  • Excellent computer skills with proficiency on a Mac-based platform, Microsoft Office, Google Suite and adaptive to new software programs
  • Self-motivated, able to work collaboratively on a team in meeting deadlines and shifting priorities
  • Superior problem solver
  • Valid BC driver’s license
  • Degree from a recognized post-secondary institution preferred
  • High level of confidentiality and discretion

Salary is commensurate with experience.

All inquiries will be kept confidential. Only qualified applicants will be contacted.

Please forward a cover letter and resume to:

No phone calls or hardcopies.

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