Executive & Administrative Assistant

JOB DESCRIPTION -EXECUTIVE & ADMINISTRATIVE ASSISTANT

Ste Marie’s singular purpose is to bring possible worlds to 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.

ROLE

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.

RESPONSIBILITIES

Executive Support:

• 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.

Studio Coordination:

• 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.

QUALIFICATIONS

• 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 environment.
• Able to multitask, prioritize, and manage time effectively — working independently, shifting gears easily, and staying calm and focused under pressure.
• Personable, outgoing, and professionally communicative, with the ability to collaborate, take direction, and navigate a range of personalities with ease.
• Able to evaluate and openly communicate workload and support needs within the studio setting.
• Valid BC driver's license is an asset.

ROLE INFORMATION:

This description reflects the core activities of the role but is not intended to be all-inclusive and other duties may be required in addition to changes in the emphasis of duties as required from time to time. There is a requirement for the Employee to recognize this and adopt a flexible approach to work. Job descriptions will be reviewed regularly and where necessary revised in accordance with organizational needs. Any major changes will be discussed with the Employee.

Ste Marie is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, colour, sex, religion, gender, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, provincial, or local laws. We make hiring decisions based solely on qualifications, merit, and business needs at the time.