Intermediate Administrative Assistant

Here at DIALOG, we are passionate about design and believe it can and should meaningfully improve the wellbeing of our communities and the environment we all share.

We are a multi-disciplinary collaborative of architects, interior designers, urban designers and planners, structural, mechanical and electrical engineers, and landscape architects who design for community wellbeing and urban vibrancy. We are a fun-loving bunch of big thinkers and do-gooders, who are collaborative in our approach, diverse in our perspectives, aspirational in our pursuits, and optimistic about what’s next. We’re always looking for passionate people who share our values and care as much about our communities as we do. We're proud to be a Certified B Corporation and 2024 Best of Practice Award Winner, committed to using our design practice as a force for good in the world.

Explore our studios and join us!

We’re currently looking for an Intermediate Administrative Assistant to work from our Toronto studio. You will support various DIALOG Partners, be an active part of the DIALOG Administration team, and contribute to our dynamic, collaborative work environment. The ideal candidate will have experience coordinating and preparing business meetings, maintaining calendars, booking travel, developing reports and presentation materials, liaising with clients, and help in planning and coordinating of internal and external firm events.

How you'll make a difference:

• Provide flexible, reliable administrative support to 6 Partners and their teams
• Provide back up reception duties
• Actively participate in internal event planning and administrative/operation initiatives
• Carry out research for special projects and initiatives
• Ensure the timely completion of administration and/or project related tasks
• Timely completion of timesheets and expense reports
• Client liaison, support and meeting coordination as requested by Partners
• Preparing and submitting annual continuing education credits on behalf of Partners
• Coordinate Toronto studio travel as requested
• Reconcile monthly Toronto studio travel activity
• By being present in our downtown Toronto studio at least 4 days per week 

Who you are:

• A graduate of a post-secondary administrative program or related discipline is preferred
• 5 years or more of high-level administrative experience
• A self starter with excellent organization and self-motivation skills
• Ability to proactively make decisions and priority calls with little guidance
• Intermediate to advanced skills in Microsoft Office
• Excellent spoken and written communication skills
• The ideal candidate will have a keen eye for detail and strong communication skills 
• Demonstrated ability to work in a team environment and independently is essential

Nice to have:

• Architecture, Engineering, and Construction or Consulting industry experience
• Working knowledge of Miro
• Proficiency with InDesign

At DIALOG, you'll have the opportunity to make a real difference in the world. We encourage you to apply!

Perks & Benefits

Parental leave top-up programs for all parents upon the birth or adoption of a child, RRSP matching, competitive medical and dental benefits coverage upon the first day of employment, discounted memberships, encouraged work/life balance with gifted time off during the holiday season and Vacation Buy-Up program, and reimbursement for professional memberships and dues are just a few of the benefits that DIALOGers enjoy.

Professional Development

DIALOG offers continued professional growth through leadership development opportunities specifically designed for our collaborative culture. Among others, some of our programs include: CoachDIALOG which equips our coaches with essential communication and feedback strategies for building great teams; Integrateducation™ supports DIALOGers in accredited continuing education opportunities; technical skills development via e-learning pathways; and financial support for relevant external learning opportunities. 

Equal Opportunity

DIALOG celebrates diversity and is an equal opportunity employer. We are committed to an inclusive environment for all, free of discrimination and harassment. Employment-related decisions are made without regard to sex, religion, ethnicity, sexual orientation, disability, age and race. In accordance with DIALOG’s Accommodation Policy, accommodations for people with disabilities are available upon request for candidates throughout the selection process.