Senior Administrative Assistant/EA

3 weeks ago

Toronto ON, Canada EightSix Network Inc Full time

Altis is thrilled to assist a residential property management company in their search for a well-organized Senior Administrative Assistant/Executive Assistant. This role offers comprehensive administrative assistance to the executive team overseeing multi-residential operations and to the on-site teams. The position demands professionalism, accuracy, and discretion while ensuring effective judgment in handling tasks. You thrive in a dynamic and fast-paced environment that involves multiple facets of the business and excel at keeping a high level of attention to detail.

1 year contract with possibility of becoming permanent. 4 days in office, 1 day remote.

Office is located downtown Toronto.

Responsibilities:

General Administration

  • Prepares documentation and presentations for internal/external meetings.
  • Takes minutes during meetings when needed.
  • Acts as a communication channel between internal and external parties.
  • Manages correspondence, information, and confidential matters with discretion; handles photocopying, scanning, phone calls, and greeting visitors at reception.
  • Processes invoices and expense reports in line with accounting policies.
  • Arranges travel and accommodation for team members when necessary.
  • Supports the onboarding process by ordering equipment and assisting with setup for new staff.
  • Undertakes other duties as required.

Calendar Management and Meeting Logistics

  • Manages departmental meetings, daily calendars, appointments, room bookings, off-site/on-site meetings, conference calls, social events, travel, catering, IT resources, and other needs to ensure smooth meeting facilitation.
  • Gathers briefing materials for meetings and events.

Documentation and File Management

  • Maintains regular monthly reports.
  • Prepares various documents, such as reports, memos, and letters, for digital internal and external circulation.
  • Assists in coordinating internal processes, including acting as the point of contact and organizing reporting groups.
  • Establishes and maintains electronic filing systems.
  • Supports the team's organizational needs.

Relationship Management

  • Acts as a primary liaison between the team and internal/external professionals/employees, fostering relationships with peer business executive administrative professionals.
  • Builds and maintains relationships with business executive administrative professionals.

Qualifications:

  • Post-secondary education in a relevant discipline.
  • At least three years of experience in a senior administrative position.
  • Demonstrated teamwork skills, flexibility, and the ability to keep others informed while anticipating needs.
  • Strong relationship-building skills to interact professionally and confidently with various internal and external parties.
  • Excellent written and verbal communication skills.
  • High standards of ethics and confidentiality to handle sensitive information.
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