Executive Administrative Assistant jobs in Ottawa, ON

Overview

We are seeking an experienced, highly organized Office & Operations Manager to lead our studio’s business infrastructure, financial workflows, and internal administration. This is a high-level operational role designed to drive business efficiency, allowing our project architects and design leadership to focus fully on creative delivery.

Unlike a front-desk receptionist role, you will hold executive administrative authority, oversee vendor relations, manage our financial pipelines, upgrade office technology, and supervise internal payroll and benefits systems.

Responsibilities

• Financial Management: Oversee day-to-day, monthly, and annual financial operations. This includes managing the full invoicing cycle, tracking accounts receivable, and processing payments for vendors and subconsultants. You will lead monthly expense reconciliations, prepare and submit critical corporate government remittances (HST, Corporate Tax, EHT, WSIB), and organize year-end documentation to ensure a seamless review by our external accountant. Additionally, you will coordinate and submit shareholder personal tax filings.
• Payroll & Benefits Administration: Supervise the processing of employee payroll, track billable project hours, manage onboarding for company insurance benefits packages, and coordinate open enrollment.
• Architectural Project Support: Assist project architects with technical documentation and administrative workflows across all project phases. Responsible for rigorous document control, project submittal/RFI tracking, and compiling building authority and AHJ permitting packages. Assisting in the preparation of essential narrative documents including Master Planning Rationales, Basis of Design (BOD) reports, zoning matrices, and building code analyses, and other essential documents.
• Contract & Compliance Management: Review subconsultant contracts, assist in preparation of, or prepare, draft fee letters, track professional liability insurance certificates, maintain master service agreements, and ensure firm compliance.
• Operational Leadership: Develop and optimize studio policies, manage digital archiving systems, and supervise administrative staff.

Key Skills & Qualifications

• Experience: 3-5+ years of comprehensive office operations management, HR, or business administration experience, specifically within architecture, engineering, or construction (AEC) firms.
• Financial & Payroll Acumen: Proven experience managing invoicing workflows, vendor accounts payable, employee payroll systems, and project cost tracking.
• Benefits Familiarity: Solid understanding of company health insurance enrollment, tracking benefits deductions, and standard workplace wellness structures.
• Technical Aptitude: Experience coordinating with external IT providers, managing software-as-a-service (SaaS) licensing, and managing physical hardware lifecycles.
• Architectural Industry Knowledge: Strong familiarity with design firm operations, architectural project phases (SD, DD, CD, CA), and subconsultant tracking.
• Leadership Skills: Confident ability to manage internal staff workflows, hold external vendors accountable, and make executive operational decisions.

Software Proficiencies (Preferred)

• Accounting/ERP: [e.g., QuickBooks, QuickBooks Time]
• Payroll/HR: [e.g., Ceridian, Manulife, MyHSA]
• Productivity & Design Control: Microsoft Office Suite, Google Workspace, and Adobe Creative Suite.

This role is ideal for a motivated individual who thrives in a dynamic environment, possesses excellent leadership qualities, and is committed to enhancing office productivity through effective management practices.

Pay: $50,000.00-$80,000.00 per year

Benefits:

• Dental care
• Disability insurance
• Discounted or free food
• Extended health care
• Life insurance
• Paid time off
• Vision care

Experience:

• Canadian financial management : 3 years (preferred)

Work Location: In person