Executive Assistant & Office Manager

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About Our Client: Our client is real estate development and investment company focused in both residential and commercial real estate. Based in Toronto, Canada, our client has developed numerous high-rise and low-rise residential developments and holds a varied portfolio of commercial investment properties.

 

Position Scope:

As the Executive Assistant & Office Manager you will report directly to the CEO. The Executive Assistant will provide executive level administrative support to the CEO and other members of the leadership team, while also managing the day-to-day operations of the office.

 

Responsibilities:

  • Full support of CEO on all matters:
    • Prioritize e-mails, voice messages and internal/external mail and advise CEO of matters requiring immediate attention
    • Ensure the CEO is provided with all required information for meetings such as agendas, reports, driving directions, accommodation confirmations, etc.
    • Provide administrative support to the CEO pertaining to written correspondence
    • Maintain the CEO’s calendar ensuring all contact information is current and emails are responded to promptly
    • Supports the CEO in managing all meetings (ensures preparation for any carry forward action items) and in documenting and following up on resulting action items, as appropriate
    • Support the CEO and the staff in coordinating and preparing for Board meetings
    • Follow up on any outstanding expense submissions for the CEO, keep track of and follow up on all receipts
    • Act as a liaison between the CEO and the board
    • Handle highly sensitive and confidential matters relating to the daily activity of the CEO or organization
  • Take initiative to follow-up on concerns of internal/external clients and take action to provide resolutions when possible
  • Provide full administrative support including filing, photocopying, faxing, scanning etc.
  • Proactively manage complex calendars for the executive staff, including scheduling internal and external meetings, calls, appointments and travel
  • Attend board and departmental meetings and take meeting minutes as required.  Ensure materials and minutes are distributed to all attendees in a timely manner
  • Work closely with external partners, assistants, vendors and other stakeholders to schedule meetings or events
  • Assist with special projects
  • Manage day-to-day office administration
  • Execute delegated tasks and projects both independently or with others
  • Develop new systems for increased administrative efficiencies
  • Coordinate onsite and offsite meetings (i.e. catering, technical set up and preparation presentations and materials)
  • Manage and maintain the Toronto office space including office supplies, telephone system, courier, kitchen supplies, light kitchen duties and other administrative functions
  • Greet guests and provide a high level of customer service
  • Implement company COVID and vaccine policies
  • Arrange for business travel and accommodation when necessary
  • Organize social events (i.e. staff birthdays, holiday parties, etc.)
  • Coordinate off-site storage
  • Liaise with building management

 

Required Skills and Knowledge:

  • Strong attention to detail
  • Positive and proactive approach
  • Excellent verbal and written communication skills. Strong proofreading abilities
  • Strong knowledge of MS Office (Word, Excel, PowerPoint and Outlook)
  • Strong sense of confidentiality
  • Effective communicator in working with all employees within the business, as well as external clients
  • Ability to handle multiple assignments and prioritize activities in a fast-paced organization
  • Ability to work with minimal supervision

 

Education and Experience:

  • University Degree or College Diploma is an asset
  • 5+ years of related experience

 

Application Instructions:

 

To apply, please send a resume to Amanda Graham at [email protected]

 

Summit Search Group is a fair and equitable search firm. We welcome and encourage applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the recruitment and selection process.

 

Job ID

AG1116

City

  • Toronto, ON

Remuneration

Competitive compensation package

Industry

Position

Job ID

AG1116

City

  • Toronto, ON

Remuneration

Competitive compensation package

Industry

Position