Executive Assistant

Here at DIALOG, we are passionate about design and believe it can and should meaningfully improve the wellbeing of our communities and the environment we all share.

We are a multi-disciplinary practice of architects, interior designers, urban designers and planners, structural, mechanical and electrical engineers, landscape architects and sustainability experts who design for community wellbeing and urban vibrancy. We are a fun-loving bunch of big thinkers and city-shapers, who are collaborative in our approach, diverse in our perspectives, aspirational in our pursuits, and optimistic about what’s next. We’re always looking for passionate people who share our values and care as much about our communities as we do.

We're proud to be Certified B Corporation and one of Canada's Greenest Employers, committed to using our design practice as a force for good in the world.

Explore our studios and join us!

We’re currently looking for an Executive Assistant to work from our Toronto studio. You will support various DIALOG Partners, be an active part of the DIALOG Administration team, and contribute to our dynamic, collaborative work environment. The ideal candidate will have experience coordinating and preparing business meetings, maintaining calendars, booking travel, developing reports and presentation materials, liaising with clients, and help in planning and coordinating internal and external firm events.

• Provide flexible, reliable administrative support to 6 Partners and their teams, ensuring seamless day-to-day operations.
• Manage complex calendars across multiple time zones, prioritizing meetings and deadlines with minimal guidance.
• Coordinate domestic and international travel arrangements, including itineraries, accommodations, and transportation.
• Prepare and reconcile expense reports, timesheets, and financial records accurately and on time.
• Develop and maintain accurate records and databases using tools such as SharePoint.
• Conduct research and prepare reports or presentations for special projects and strategic initiatives.
• Coordinate meetings, conferences, and events, ensuring timely and efficient arrangements.
• Actively participate in internal event planning and support external client events.
• Serve as a client liaison, fostering strong relationships and ensuring exceptional service.
• Provide backup reception duties and assist with studio operational initiatives.
• Prepare and submit annual continuing education credits on behalf of Partners.
• Be present in our downtown Toronto studio at least 4 days per week.

• A graduate of a post-secondary administrative program or related discipline is preferred
• 5+ years of high-level administrative experience, ideally supporting senior executives.
• Intermediate to advanced skills in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook)
• Skilled in calendar management, travel coordination, and expense reconciliation.
• A self starter with excellent organization and self-motivation skills
• Ability to proactively make decisions and priority calls with little guidance
• Excellent oral and written communication skills.
• A self-starter who can make decisions and prioritize tasks independently.
• Demonstrated ability to work collaboratively in a team environment and manage responsibilities autonomously.

• Architecture, Engineering, and Construction or Consulting industry experience
• Working knowledge of Miro
• Proficiency with In Design
• Familiarity with document management systems and virtual collaboration tools

$60,000 - $80,000 a year

Don't meet every single requirement? We still encourage you to apply! We’re looking for future DIALOGers who are eager to learn, bring unique perspectives, and want to make a real difference in the world—even if your experience doesn’t align perfectly with every qualification.

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, and reimbursement…