executive assistant

Are you a proactive, detail-oriented professional with a passion for supporting executives in a creative environment? Join Station One Architects and be part of a forward-thinking team who is passionate about designing with purpose and impact. Join us in creating vital community spaces that inspire.

We value our clients:          We listen, are easy to work with, deliver on time and on budget.

We value our team:              We believe in work-life balance, care about team culture and support you with growth opportunities to reach your full potential.

We think big:                         We keep growing as experts in our field, with new technology, exploration and innovation. Every member of our team is integral to our success.

A collaborative culture isn’t taken for granted at SOA. By working side by side in the office we bounce ideas off each other, get inspired by the dynamic push and pull of projects around us, learn by osmosis, and help each other out in a crunch. Our brand-new open-concept office downtown Chilliwack removes barriers, creates transparency across all levels of our firm and opens opportunities to our local community.

YOUR OPPORTUNITY:

We are looking for an Executive Assistant who embodies professionalism, discretion and flexibility. In this critical role, you will provide high-level administrative support to the Managing Principal, ensuring efficiency in day-to-day operations. You’ll serve as a trusted partner, handling sensitive information with the utmost confidentiality and executing a wide range of tasks with precision and reliability.

If you are resourceful, highly organized, and thrive in a fast-paced collaborative setting, we’d love to hear from you. Experience in the architecture, engineering, or construction industries is an asset, but not required.

YOUR RESPONSIBILITIES:

Executive Support

• Manage and prioritize the Managing Principal’s calendar, including scheduling meetings and appointments, and ensuring timely reminders for critical deadlines.
• Filter and organize email correspondence, respond to routine inquiries, prioritize urgent matters and draft responses as required.
• Act as a liaison between the Managing Principal and internal/external stakeholders, ensuring timely communication and follow-up.
• Assist with task management, project deadlines and coordination among team members. Help prioritize work and follow up on delegated tasks.
• Coordinate domestic and international travel itineraries, book flights and accommodations, and handle logistics for site visits, conferences, and meetings.

Personal Assistance

• Provide occasional support with personal organizational tasks for the Managing Principal.
• Willing to assist with personal arrangements and errands as needs arise.

Administrative and Operational Support

• Prepare, proofread and format reports, documents, and presentations as required.
• Maintain confidentiality of sensitive and proprietary information.
• Maintain organized records and manage digital and physical files for easy access and retrieval of important information.
• Handle ad hoc administrative tasks and support to ensure the Managing Principal’s success.
• Contribute to SOA’s team culture and model our core values.

YOUR CAPABILITIES:

• High level of professionalism, discretion, and trustworthiness.
• Strong organizational and time-management skills, with the ability to prioritize and manage multiple tasks effectively.
• Exceptional English written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience with calendar, task and project management tools and software is an asset.
• Previous experience in architecture, engineering, or construction is beneficial but not necessary.
• Professionalism, discretion, and confidentiality are essential.
• Flexible, resourceful, and adaptable to changing priorities.
• Ability to work independently and adapt in a fast-paced, evolving environment.
• Problem-solving mindset with meticulous attention to detail.
• Ability to meet deadlines in a high-performance environment.

YOUR CREDENTIALS:

• Minimum 4-year degree, diploma, or equivalent combination of education and professional experience in Business Administration, Project Management or Communications.
• At least 3-5 years of experience in an Executive Assistant or senior administrative support role.
• Valid BC driver’s license and have vehicle to use for occasional errands.