Executive Assistant

Administration Full Time Toronto, ON $75,000 - $95,000 CAD per year

Hariri Pontarini Architects is a leading Canadian architectural and urban design firm. Driven by a commitment to design excellence, our 120-person practice is committed to advancing cities through enduring buildings and inspired public spaces. Our firm’s portfolio covers a diverse range of cultural, academic, mixed-used, multi-unit and private residential, healthcare and commercial projects.

Position Description

Hariri Pontarini Architects is seeking an experienced, highly organized and discreet Executive Assistant to provide dedicated support to the two Founding Partners and supplementary support to two Partners.

This role is responsible for managing executive schedules, correspondence, travel, financial administration and day-to-day office needs, while providing occasional personal administrative assistance to the Founding Partners. Working closely with the Partners and Workplace Operations team, the Executive Assistant helps ensure that commitments are well coordinated, priorities are managed effectively, and clients and visitors receive welcoming and professional experience.

The ideal candidate is proactive, resourceful and service-oriented, with sound judgment, exceptional attention to detail and the ability to anticipate needs, manage competing demands and handle confidential information with discretion. Occasional early or late hours may be required to support executive schedules, travel and events.

Positions Responsibilities

• Executive and Calendar Management: Manage the Founding Partners’ calendars, prioritize requests, resolve scheduling conflicts and coordinate meetings, speaking engagements and presentations. Arrange in-person and virtual meetings and provide supplementary meeting coordination for the other Partners.
• Correspondence and Communications: Manage the Founding Partners’ inboxes, draft and proofread correspondence, screen calls and requests, coordinate visitors, and prepare documents for review and signature.
• Travel and Personal Assistance: Coordinate domestic and international travel, including flights, accommodation, transportation, reservations, itineraries and travel documentation. Arrange personal appointments, reservations and other personal administrative matters for the Founding Partners and Partners as required.
• Financial and Professional Administration: Complete the Founding Partners’ timesheets, support billing, reconcile expenses and receipts, administer benefits claims, and maintain professional license and membership records, including renewals.
• Technology and Records Management: Coordinate technology requirements with IT, arrange equipment and upgrades, assist with setup and data migration, maintain organized SharePoint and OneDrive records, and securely manage account credentials using approved tools.
• Office and Hospitality Support: Prepare the Founding Partners’ offices, coordinate supplies, purchasing, couriers and shipments, and arrange refreshments, catering and meeting-room setup.
• Events and Workplace Operations: Collaborate with Workplace Operations to coordinate office needs and support internal events, client meetings and other firm functions.
• Client and Relationship Support: Maintain a warm, professional presence with clients, consultants, colleagues and distinguished visitors, balancing competing requests diplomatically while protecting the Partners’ time and priorities.

Position Requirements/Qualifications

• Minimum five years of experience supporting senior executives, ideally in a professional services, architecture or design environment.
• Post-secondary diploma or degree in Office Administration, Business Administration or a related field is an asset; an equivalent combination of education and experience will be considered.
• Advanced proficiency in Microsoft Outlook, Word and Teams.
• Proficiency in Microsoft Excel, PowerPoint, Adobe Acrobat, SharePoint and OneDrive.
• Experience with Float Financial, Corporate Traveller Melon and 1Password is an asset.
• Demonstrated experience managing complex schedules, travel arrangements, executive correspondence, expenses and confidential records.

Skills and Competencies

• Organization and Attention to Detail: Maintains accurate schedules, documents and records and ensures commitments are followed through.
• Prioritization and Adaptability: Manages competing requests, frequent interruptions and changing priorities calmly and effectively.
• Discretion and Judgment: Handles sensitive business, financial and personal information with confidentiality and professionalism.
• Service and Hospitality: Demonstrates a positive, helpful approach and provides a welcoming experience for clients and visitors.
• Initiative and Foresight: Anticipates the Founding Partners’ needs, prepares ahead and identifies opportunities to improve service and efficiency.
• Communication and Diplomacy: Communicates clearly and professionally, manages requests tactfully and maintains positive working relationships.
• Ownership and Independence: Takes responsibility, follows through on commitments and works independently with minimal direction.
• Teamwork and Flexibility: Willingly supports a range of executive and office needs and collaborates effectively with Partners, colleagues and Workplace Operations.

Position Compensation

• $75,000 - $95,000

Position Location

At Hariri Pontarini Architects (HPA), our people are our greatest asset. We are committed to fostering a diverse, inclusive, and supportive workplace where collaboration and innovation thrive. We are proud to be a Great Place to Work® in Canada (2022–2025/2026) and one of the Best Workplaces in Professional Services (2024 and 2025).

Our studio space is a spacious, open environment that reflects our design philosophy and supports collaboration and innovation in working spaces. We believe architecture has the power to elevate the human experience, and our workplace is designed with that intentionality. Our studio features ergonomic furniture, spacious workstations, advanced IT tools, and state-of-the-art facilities.

HPA offers core working hours of Monday to Friday, 9:00 a.m. to 6:00 p.m., with hybrid and flexible work options. Our competitive benefits package includes medical, dental, and vision coverage, life insurance, professional certification and membership dues, and employee referral bonuses.

We take pride in our vibrant studio culture, which includes annual holiday events, ski days, weekly snack afternoons, ping pong tournaments, and a company softball team.

HPA is an equal opportunity employer and complies with the Accessibility for Ontarians with Disabilities Act (AODA). We encourage applications from candidates with disabilities and are committed to providing accommodations throughout the recruitment and selection process upon request.

We thank all applicants for their interest; however, only those selected for further consideration will be contacted.

AI Usage Disclosure

We do not use artificial intelligence at any stage of our recruitment, screening, or hiring process.