Intermediate Administrative Assistant at DIALOG

Edmonton, Alberta, Canada -

Full Time

Start Date

Immediate

Expiry Date

03 Aug, 26

Salary

75000.0

Posted On

05 May, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Project Administration, Calendar Management, Travel Coordination, Expense Claims, Document Control, Meeting Minutes, Proofreading, Microsoft 365, Stakeholder Management, Event Planning, Office Administration, Problem Solving

Industry

Design Services

Description

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 practice of architects, interior designers, urban designers and planners, structural, mechanical and electrical engineers, landscape architects and sustainability experts who design for community wellbeing and urban vibrancy. We are a fun-loving bunch of big thinkers and city-shapers, 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 one of Canada's Greenest Employers, committed to using our design practice as a force for good in the world. We’re looking for an experienced administrative professional who brings a diverse, flexible approach to project administration. Someone who can juggle competing priorities, anticipate needs, and keep Partners and project teams moving forward. You’ll be part of the DIALOG Administration team in our Edmonton studio, supporting a range of Partners and projects while contributing to a dynamic, collaborative workplace. In this role, you’ll provide high‑impact administrative and project coordination support to Partners and their teams - balancing day‑to‑day operational needs with project deliverables, deadlines, and stakeholder expectations. You’ll collaborate closely with Client Services and the broader Administrative team, helping to streamline workflows, maintain accurate project records, and coordinate meetings and studio events with professionalism and discretion. \n How you'll make a difference: Provide flexible, reliable administrative support to Partners and their project teams, adapting quickly as priorities shift. Coordinate with administrative team members to balance workloads, share coverage, and align on studio priorities and service standards. Manage frequently changing calendars; coordinate travel; and prepare expense claims. Provide administration and project management coordination support (meeting logistics, action tracking, document control, and meeting minutes) to keep teams organized and informed. Exercise sound judgment, anticipate needs, and work independently - knowing when to escalate, ask questions, or bring stakeholders together. Edit, format, and proofread documents and presentations (contracts, proposals, and reports) with a high level of accuracy and attention to detail. Handle sensitive and confidential information with tact, professionalism, and discretion. Partner with the team to plan, coordinate, and set up internal and external meetings and studio events. Provide occasional front desk coverage as needed and offer additional on-site support during busy periods and events. Who you are: Post-secondary education in office administration (or a related discipline) is preferred; equivalent experience will be considered. 5–10 years of executive administration experience, ideally in a professional services and/or project-based environment. A collaborative, service-oriented approach—comfortable supporting multiple stakeholders while maintaining positive working relationships. Proven ability to prioritize and pivot in a fast-paced environment, juggling competing deadlines without losing attention to detail. Strong written and verbal communication skills, with confidence interacting across levels and disciplines. Intermediate to advanced Microsoft 365 skills (Word, Excel, Outlook, Teams, and PowerPoint), including document formatting and managing shared files. Highly organized, dependable, and detail-oriented, with strong follow-through and a proactive approach to problem-solving. Able to work effectively both independently and as part of a team, bringing calm, professionalism, and adaptability to changing needs. \n $60,000 - $75,000 a year At DIALOG, we believe compensation should reflect the unique talent each person brings to our team. We look at annual market data to understand how different roles are compensated in our industry, but we also recognize that your experience, skills, location, and the impact you make all play a part in shaping your total rewards. Because of this, final offers may differ from the ranges listed - we want to make sure everyone is recognized in a manner that is fair, competitive, and true to the value they bring. \n Don’t meet every single requirement? We still encourage you to apply! We’re looking for future DIALOGers who are eager to learn, bring unique perspectives, and want to make a real difference in the world—even if your experience doesn’t align perfectly with every qualification. 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.

Responsibilities

Provide high-impact administrative and project coordination support to Partners and their teams in the Edmonton studio. Responsibilities include managing calendars, coordinating travel, handling document control, and streamlining workflows to ensure project deliverables are met.