At Chisholm, Fleming and Associates (just call us CFA), we understand that hiring the right people isn’t just about us—it’s about you. We ask, what’s in it for you?

Why Join Us?

• Innovative Environment: Work in a diverse, inclusive space where creativity is encouraged, and new ideas are always welcome
• Professional Growth: Whether you’re just starting out or looking to advance your career, we offer hands-on learning, mentoring, and training opportunities
• Career Development: In a smaller company like ours, you’ll take on more responsibility, earn greater recognition, and have a bigger impact on our success
• Employee-Centric Culture: We know that retaining great employees is key, and we’re committed to making CFA a place you’ll love to work
• Work-Life Balance: We understand life gets busy, and we support you in balancing your professional and personal life
• Legacy of Excellence: Be part of one of Ontario’s oldest engineering consultancies, with a 60-year history and a forward-looking vision

If these sound like the right reasons to join a company, we’d love to hear from you!

Key Responsibilities:

• Provide top-notch administrative support to our executives, managing calendars, scheduling meetings, and organizing travel
• Handle confidential information with utmost discretion and professionalism
• Prepare and coordinate materials for meetings, presentations, and reports
• Act as the primary liaison between executives and internal/external stakeholders
• Assist with personal tasks and errands for executives as needed
• Manage all correspondence, including emails, phone calls, and mail
• Conduct research to support executive decision-making
• Organize and maintain both physical and digital files and records
• Plan and execute company events, meetings, and conferences
• Perform other administrative duties to support the smooth operation of the executive office

Detailed Responsibilities:

• Proactive Management: Take ownership of tasks and assignments, ensuring successful completion with effective communication
• Efficient Workflow: Create and maintain effective workflow and communications, handling multiple projects and tasks simultaneously
• Schedule Coordination: Manage the Director’s schedule, prioritize appointments, and proactively resolve conflicts
• Professional Representation: Be an ambassador for CFA, ensuring all interactions reflect positively on the company
• Event Planning: Organize functions and special events, including conferences, seminars, and corporate events
• Presentation Preparation: Assist with the creation of business presentations and electronic materials
• Research: Perform detailed internet searches and research relevant subjects and documents
• Administrative Support: Provide general information, refer inquiries, and file correspondence and reports
• Mail and Deliveries: Prepare courier pick-ups, distribute mail, and manage administrative tasks for proposals or projects
• Employee Support: Organize employee reviews, participate in recruitment, and coordinate onboarding
• Client Interaction: Support client meetings for business development and follow up on project matters
• Document Review: Assist with the review and preparation of client agreements, ensuring accuracy and compliance
• Office Management: Maintain an orderly office environment and oversee custodial services
• Health and Safety: Participate in the Joint Health and Safety Committee

Qualifications:

• Previous experience in a senior administrative position
• Experience in professional services is a plus
• Advanced skills in Microsoft Word, Excel, PowerPoint, and Outlook
• Exceptional attention to detail and organizational skills
• Proven ability to prioritize tasks effectively
• Excellent interpersonal, written, and verbal communication skills
• Ability to exercise good judgment, initiative, and proactivity
• High standards of ethics and confidentiality
• Proficiency with social media platforms

How to Apply: Ready to join us? Apply below or email your cover letter and CV to cfa@chisholmfleming.com.

Chisholm, Fleming and Associates is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.