Executive Assistant & Office Coordinator
Contempo Studio
Location: Toronto, ON
Job Type: Co-op, In-office
About Contempo Studio
Contempo Studio is a luxury architectural and interior design firm specializing in custom homes and high-end residential projects. Our work is rooted in thoughtful design, strong execution, attention to detail, and a high level of client service.
We are seeking an Executive Assistant & Office Coordinator to support the Founder and help keep the studio running with clarity, professionalism, and follow-through.
About the Role
This role is ideal for someone who enjoys creating order, building systems, and keeping many moving parts organized at a high standard. You will act as a key operational support to the Founder while helping coordinate day-to-day studio operations across executive support, invoicing and collections follow-up, office administration, CRM and lead coordination, proposals, marketing coordination, and recurring operational systems.
The right person is proactive, detail-oriented, discreet, and dependable. They communicate professionally, think ahead, follow through consistently, and take pride in making sure nothing falls through the cracks. They are also comfortable learning and using modern technology, software, and AI tools to improve workflow and efficiency.
Key Responsibilities
Executive Support
- Manage calendar, scheduling, reminders, and meeting coordination
- Support inbox organization, follow-ups, and email triage
- Coordinate travel, reservations, and executive logistics
- Assist with personal administrative tasks as needed
- Prepare daily and weekly priority summaries for founder review
Finance and Administrative Operations
- Prepare and issue client invoices through QuickBooks
- Track project billing milestones, consultant payments and support revision fee tracking
- Follow up on collections and overdue receivables
- Coordinate expense reporting, recurring payments, and payment tracking
- Support bookkeeping workflows and reconciliation preparation
- Maintain organized financial documentation
- Coordinate with accountant on HST filings, annual returns, PD7A payments, and related reporting
Accounts Payable and Receivable
- Track incoming and outgoing payments
- Coordinate e-transfers, wire transfers, deposits, and international payments
- Maintain logs for payments, cheques, receipts, and statements
- Monitor rent payments and recurring property-related payments
- Prepare monthly summaries and ensure records are updated in internal systems
Leads, CRM, and Sales Coordination
- Answer lead inquiries by phone and email
- Return calls promptly, schedule discovery calls and introductory meetings
- Coordinate sales presentations and client communications
- Maintain CRM records and keep lead notes updated
- Prepare summaries of prospects and next steps
- Coordinate proposal packages, retainer agreements, and contracts
Marketing and Brand Coordination
- Coordinate social media scheduling and posting
- Maintain portfolio folders and assist with website updates
- Coordinate photography, videography, and project content collection
- Support award submissions, magazine applications, and review requests
- Manage brochures, holiday cards, signage, and related materials
- Track marketing deliverables and collaborator payments
Studio and Office Operations
- Greet clients and prepare meeting spaces
- Manage office supplies, refreshments, and maintenance coordination
- Coordinate cleaning, office upkeep, and administrative vendors
- Support hiring logistics, interview scheduling, and candidate screening
- Help administer vacation tracking, holidays, benefits, renewals, and employee administrative tasks
- Manage filing systems, scanning, document organization, and sample library upkeep
- Coordinate software renewals and equipment assignments
Who You Are
You are someone who naturally brings structure to busy environments. You are organized, composed, and reliable, with strong judgment and a high level of professionalism. You take ownership, communicate clearly, and understand how to represent a premium client-facing brand.
You are comfortable managing both details and priorities, and you know how to keep things moving without needing constant direction. You are equally comfortable handling executive support, administrative operations, and recurring systems that require consistency and follow-through.
Qualifications
- 5+ years of experience in an Executive Assistant, Operations Coordinator, Office Manager, or similar role
- Strong organizational and project coordination skills
- Excellent written and verbal communication skills
- Strong attention to detail and follow-through
- Experience handling invoicing, payment tracking, expense reporting, and administrative finance tasks
- Proficiency in Google Workspace and spreadsheets
- Comfortable learning and using software tools and AI tools
- Able to handle confidential information with professionalism and discretion
- Able to work in a fast-paced, high-expectation environment
Preferred Qualifications
- Experience in architecture, interior design, construction, real estate, or a professional services firm
- Experience with QuickBooks, Coda, Dext, CRM systems, Calendly, and task management tools
- Experience supporting a founder, principal, or senior executive
- Experience improving workflows and building systems
Ideal Strengths
- Highly organized and detail-oriented
- Proactive and resourceful
- Strong sense of ownership
- Calm under pressure
- Polished and professional
- Tech-savvy and systems-minded
- Trustworthy and discreet
- Strong client-service instincts
- Excellent follow-through and judgment
Success in This Role Looks Like
- The Founder spends significantly less time on administrative and follow-up tasks
- Invoices, payments, and financial administration move on time
- Leads are followed up with quickly and tracked properly
- Recurring tasks are completed consistently and reliably
- Studio operations become more organized, efficient, and proactive
- Weekly reporting and communication are clear and dependable
Compensation
Compensation will be based on experience and fit. Opportunity to Grow with the right candidate.
To Apply
Please submit your resume and a short cover letter outlining your relevant experience, the types of environments you have supported, and why you would be a strong fit for this role at Contempo Studio.
Job Types: Full-time, Permanent
Pay: $20.00-$22.00 per hour
Benefits:
- Company events
- On-site parking
Work Location: In person
