Executive & Administrative Assistant

JOB DESCRIPTION - EXECUTIVE & ADMINISTRATIVE ASSISTANT

Ste Marie’s singular purpose is to bring possible worldsto life; we exist to evoke a feeling, engineer experiences, and to activate that which can and should be.

As an internationally recognized studio with offices in Vancouver and Toronto, we develop hospitality, mixed-use, food and beverage, wellness, and commercial projects for industry-leading clients domestically and internationally.

We shape the world through the lens of user experience, hospitality, and immersion, constantly prioritizing the human experience in our work. Through a skilled team of experts, we offer end-to-end design services, encompassing programming, concept & envisioning, brand ideation, interior design, FF&E selection, procurement and coordination, and art and styling services.

The Executive & Administrative Assistant provides high-level administrative and operational support to Senior Leadership and the broader studio team.

This is a specialized role that combines executive support with the coordination of day-to-day studio operations, systems, and processes. The role works closely with Senior Leadership on key priorities and initiatives while helping create an organized, efficient, and well-supported working environment for the wider team.

Reporting to the Studio Director, the Executive & Administrative Assistant will bring strong organization, communication, and attention to detail to a dynamic, fast-paced creative environment - enabling Senior Leadership and the studio team to stay focused on design, client relationships, and Ste Marie's continued growth.

• Manage and prioritize complex executive and team calendars, coordinating internal and external meetings, resolving scheduling conflicts, and working across multiple teams and time zones.
• Provide administrative and operational support to Senior Leadership.
• Coordinate complex travel, including multi-leg itineraries, flights, accommodations, ground transportation, and detailed travel schedules.
• Provide dedicated support to the studio Founder, including personal coordination, special projects, and ad-hoc requests as required.
• Act as a key point of contact between leadership and the wider studio, helping field requests, communicate priorities, and ensure information flows effectively across teams.
• Track, prioritize, and follow up on action items and outstanding requests, helping keep projects and leadership priorities moving forward.
• Handle confidential business, leadership, employee, and client information with a high level of discretion and professionalism.

• Working with our Intern team, own day-to-day office operations for both Vancouver and Toronto studios - including reception, vendor and courier coordination, supplies, facilities, and liaising with external IT providers.
• Plan company-wide events, team gatherings, annual parties, and other studio initiatives, managing logistics from initial planning through execution.
• Schedule interviews between hiring managers and prospective candidates.
• Support the onboarding of new team members, including IT set up and coordinating initial schedule.
• Take on additional administrative, operational, and special projects as needed to support leadership and the wider studio.

• 2+ years' experience as an Executive Assistant or in a similar role.
• Experience in a creative, architectural, or engineering studio environment is an asset.
• Excellent verbal and written English communication skills, with a professional telephone manner.
• Proficient with Microsoft 365 and Adobe Acrobat.
• Experience with accounting or CRM software is an asset.
• Extremely organized and disciplined, with a passion for creating order in a busy, changing…