Job Title

Overview Urban Strategies is a leading international planning and urban design firm, based in Toronto, Canada with offices in Hamilton, Ontario and Vancouver, BC.Our 70 person team comes from diverse professional backgrounds, including urban planning, architecture, landscape architecture, community engagement, visualization, and the visual arts. Our diversity allows us to meaningfully integrate planning and design to evolve and transform communities. Reporting directly to the Chief Financial Officer (CFO), the Administrative Coordinator provides comprehensive office and administrative support to ensure the smooth day-to-day operation of the office and effective support of the leadership team. This is a part-time, in-office role, with core hours from 9:00 a.m. to 1:00 p.m., Monday to Friday. Some flexibility is required based on business needs. Responsibilities Front Desk & Office Administration Open and set up the office daily, including ensuring kitchen areas are prepared and stocked Greet and assist clients, visitors, and staff in a professional and welcoming manner Answer the main switchboard and direct incoming calls appropriately Manage incoming and outgoing mail, courier services, and deliveries Maintain office supplies and coordinate replenishment as required Ensure public office spaces, kitchens, and meeting rooms are always tidy and presentable Meeting & Scheduling Support Provide calendar and scheduling support to Partners, as required Coordinate meeting logistics, including room bookings, technology setup, and catering and clean up Manage boardroom bookings, including oversight of USI boardrooms Arrange offsite meetings and restaurant reservations for Partners Coordinate monthly in-office lunches and related logistics Liaise with external vendors for office maintenance, repairs, and general support services Manage office hardware bookings Perform regular checks on facilities, furniture, and appliances to identify maintenance needs Report facility issues and coordinate repairs with the Office Manager and property management Qualifications Strong verbal and written communication skills, with a professional and courteous manner Highly organized with strong attention to detail and the ability to manage multiple tasks Minimum of 13 years of relevant office or admin experience Proficient in Microsoft Office (including Word, PowerPoint, and Excel) and other software such as Teams, Zoom. Fluency in French or Mandarin Compensation $25-30$/hour Urban Strategies is proud to be an equal opportunity employer. We believe that success happens where new ideas can flourish, and that an environment that celebrates diversity and inclusion accesses the full potential of our people and contributes to more equitable and innovative outcomes in our practice. Our goal is that our team represents the diversity of the communities in which we practice. Please visit our website to learn more about our firm. Note: This position description is intended to describe the general nature and level of work being performed. It is not an exhaustive list of all responsibilities, duties or skills required, and the employee may be required to perform other duties (that they are skilled to perform) as requested. #J-18808-Ljbffr