Job Title: Administrative Assistant III
Location: Remote role, if in Toronto or Montreal they can come into an office if they would like.
Duration: 6+ Months (Possible Extension or FTE)
Core hours 8-5 EST with a little flexibility before and after as needed.
40hr work week, but if person is very good and get all the work done faster, they don't have to work 40hrs.
 
What are the 3 "must haves" on the resume

• Experience supporting executive or leader, calendar management, bonus project management experience.

 
Summary

• We are looking for a proactive and detail-oriented Administrative Assistant to provide high-level administrative support to a Sr Director and their leadership team of Directors in the AEC Building Design team. This role is a key part of how we want to work as a leadership team and you will be in a position to help us shape an entire industry of designers and builders. You will handle a wide range of responsibilities and sensitive matters, using your experience and judgment to proactively anticipate needs, address potential issues, and ensure the team runs smoothly.

 
Responsibilities?

• Manage and maintain complex calendars, resolving conflicts and aligning priorities across multiple stakeholders
• Collaborate with leadership teams to prepare agendas and meeting materials, track action items, and follow up on deliverables
• Coordinate and manage domestic and international business travel; track expenses and submit accurate, timely expense reports
• Plan and coordinate virtual and in-person meetings and events (onsite and offsite), including preparation of materials, logistics, venues, activities, and catering
• Facilitate broad team communication by maintaining email aliases, Slack/Teams channels, and access permissions; maintain and update SharePoint or Wiki sites as needed
• Manage departmental budgets and expenses; oversee vendor contracts and ensure department invoices and bills are paid on time
• Partner with staffing and outsourcing teams to support contingent workforce requests, contracts, and compliance requirements
• Handle highly sensitive and confidential information related to employees, leaders, and company operations with discretion and integrity
• Collaborate closely with other Executive and Administrative Assistants to coordinate leadership schedules and support organization-wide meetings and events

 
Minimum Qualifications

• 5-7 years of experience supporting business leaders of 150+ person organizations in a fast-paced, multinational environment
• Exceptional time management, organizational, and multitasking skills, with an understanding that this role may require a flexible schedule
• Willingness to adapt to a rapidly changing environment, new processes, and evolving responsibilities
• Proven ability to work under pressure, communicate effectively, and consistently meet deadlines
• Proficiency with Microsoft Office Suite and collaboration tools across Mac and Windows environments, including Slack, Microsoft Teams, and SharePoint
• Comfortable using and adopting AI-powered tools; highly tech-savvy
• Strong interpersonal, written, and verbal communication skills
• Willingness and ability to travel locally and internationally for events or meetings, as needed
• Discreet and experienced in handling sensitive and confidential information

 
The Ideal Candidate

• Is a proactive self-starter who anticipates needs and takes ownership of outcomes
• Excels at managing multiple priorities and complex workflows simultaneously
• Enjoys building strong, positive working relationships across levels, functions, and geographies
• Is extremely organized and detail-driven, with the ability to manage large volumes of information
• Adapts quickly in fast-changing environments and is eager to learn and evolve
• Operates with integrity, discretion, and a strong sense of accountability

 
 
At SPECTRAFORCE, we are committed to maintaining a workplace that ensures fair compensation and wage transparency in adherence with all applicable state and local laws. This position’s starting pay is: $ 50.00/hr.