Our client is a highly reputable Commercial Real Estate Development firm with over 50 years of experience. The Executive Assistant will support 2 VP's and will be critical to maintaining the organization, priorities and optimal business practices for the team. The ideal candidate is energetic and has a strong understanding of how to effectively support busy teams, is exceptionally organized and detail oriented, and is a true team player.
Responsibilities Include (not limited to):
- Provide support to two Vice Presidents as required – Managing calls, messages, appointments, printing, etc.
- Manage daily scheduling and calendar management (Outlook) and proactively adjust schedules based on priorities. Daily monitoring of Outlook inboxes and actioning items where applicable.
- Organize and prepare for meetings including securing boardrooms, ordering catering, conference call coordination, and circulating calendar details.
- Document coordination – Preparing cheques and/or corporate documents for signature, printing, completion of forms, arranging execution and ensuring appropriate delivery to respective parties.
- Drafting and preparing correspondence on behalf of the VPs including email correspondence, presentations, RSVPs, meeting agendas, letters and memos
- Corporate event planning and coordination including distributing invites, managing RSVPs, and organizing advertising for events such as galas, golf tournaments and other functions
- Prepare specialized documents, contracts, and packages as required working in conjunction with Land Development team
- File Management
- Completing project forms and planning applications
- Preparing and updating project tracking and circulating to principals and management
- Expense Management - completion of monthly expense reports and submission to accounts payable for processing
- Manage mail/couriers and office supplies on behalf of the team
- Backup support to Senior Executive Assistant as needed
- Ad-hoc duties as required including errands and delivery of documents/cheques
Desired Skills & Qualifications:
- Previous administrative experience, ideally 3-5 years in a corporate setting
- Excellent organizational skills with the ability to multi-task and prioritize work
- Ability to learn new roles and complete tasks with accuracy
- A “can do” attitude, team player, and willingness to step in and help whenever needed
- Excellent oral and written communication skills. Must possess the ability to effectively communicate across all levels of management within the company as well as outside the organization
- Proficient in MS Office (including Word, Excel, Outlook and PowerPoint)
- This is an in-office position. No option for remote work is available
