About this role
*Executive Assistant & Office Coordinator*
*Contempo Studio*
*Location:* Toronto, ON
*Job Type:* Co-op, In-office
*About Contempo Studio*
Contempo Studio is a luxury architectural and interior design firm specializing in custom homes and high-end residential projects. Our work is rooted in thoughtful design, strong execution, attention to detail, and a high level of client service.
We are seeking an *Executive Assistant & Office Coordinator* to support the Founder and help keep the studio running with clarity, professionalism, and follow-through.
*About the Role*
This role is ideal for someone who enjoys creating order, building systems, and keeping many moving parts organized at a high standard. You will act as a key operational support to the Founder while helping coordinate day-to-day studio operations across executive support, invoicing and collections follow-up, office administration, CRM and lead coordination, proposals, marketing coordination, and recurring operational systems.
The right person is proactive, detail-oriented, discreet, and dependable. They communicate professionally, think ahead, follow through consistently, and take pride in making sure nothing falls through the cracks. They are also comfortable learning and using modern technology, software, and AI tools to improve workflow and efficiency.
*Key Responsibilities*
*Executive Support*
* Manage calendar, scheduling, reminders, and meeting coordination * Support inbox organization, follow-ups, and email triage * Coordinate travel, reservations, and executive logistics * Assist with personal administrative tasks as needed * Prepare daily and weekly priority summaries for founder review
*Finance and Administrative Operations*
* Prepare and issue client invoices through QuickBooks * Track project billing milestones, consultant payments and support revision fee tracking * Follow up on collections and overdue receivables * Coordinate expense reporting, recurring payments, and payment tracking * Support bookkeeping workflows and reconciliation preparation * Maintain organized financial documentation * Coordinate with accountant on HST filings, annual returns, PD7A payments, and related reporting
*Accounts Payable and Receivable*
* Track incoming and outgoing payments * Coordinate e-transfers, wire transfers, deposits, and international payments * Maintain logs for payments, cheques, receipts, and statements * Monitor rent payments and recurring property-related payments * Prepare monthly summaries and ensure records are updated in internal systems
*Leads, CRM, and Sales Coordination*
* Answer lead inquiries by phone and email * Return calls promptly, schedule discovery calls and introductory meetings * Coordinate sales presentations and client communications * Maintain CRM records and keep lead notes updated * Prepare summaries of prospects and next steps * Coordinate proposal packages, retainer agreements, and contracts
*Marketing and Brand Coordination*
* Coordinate social media scheduling and posting * Maintain portfolio folders and assist with website updates * Coordinate photography, videography, and project content collection * Support award submissions, magazine applications, and review requests * Manage brochures, holiday cards, signage, and related materials * Track marketing deliverables and collaborator payments
*Studio and Office Operations*
* Greet clients and prepare meeting spaces * Manage office supplies, refreshments, and maintenance coordination * Coordinate cleaning, office upkeep, and administrative vendors * Support hiring logistics, interview scheduling, and candidate screening * Help administer vacation tracking, holidays, benefits, renewals, and employee administrative tasks * Manage filing systems, scanning, document organization, and sample library upkeep * Coordinate software renewals and equipment assignments
*Who You Are*
You are someone who naturally brings structure to busy environments. You are organized, co