Executive Administrative Assistant Office Manager
Found in: Jooble CA O C2 - 7 days ago
About Our Client: Our client is a growing yet well established boutique real estate development company.
Schedule: Monday – Friday, on site (Additional support on weekends/after hours as needed) Reliable transportation is needed to commute to this location.
We are seeking a highly organized, technologically savvy, and proactive Executive Assistant/Office Manager to provide comprehensive administrative support to our client’s office and team. The ideal candidate will possess exceptional communication skills, strong attention to detail, and the ability to handle a wide range of administrative tasks in a fast-paced environment. This full-time role offers an exciting opportunity to be part of a dynamic team shaping the future of real estate development in the Greater Toronto Area and beyond.
Provide high-level administrative support to the executive team, including calendar management, travel coordination, drafting memos and emails, scheduling appointments, and coordinating meetings and conference calls with internal and external parties strategically.
Prepare expense and health reimbursement forms for the Senior Leadership including gathering all necessary supporting documentation. The position will be physically located in the reception area to welcome office guests, manage incoming and outgoing deliveries and mail.
Prepare boardrooms for in-person meetings, assists with technology setup for screen sharing and virtual attendees, greets outside attendees, offers refreshments, and directs guests to the appropriate location.
Provide administrative support for ongoing real estate development projects, including tracking project milestones, updating project documentation, and liaising with project teams and external stakeholders. Assist with and/or lead special projects (transition to electronic documentation, office renovation, etc.).
Coordinate logistics for corporate events and parties, client meetings, and industry conferences. Assist in event planning, including venue selection, catering arrangements, and attendee management. Complete required updates of the corporate website, coordinate press releases and other social media, as requested. Provide full administrative support including emailing, scanning, filing (emails, electronic documents, paper documents), requesting electronic signatures, processing invoices, etc. Attend to some administrative and project relate duties that may require that work/travel outside business hours (i.e. attendance at weekend sales openings, attendance at offsite meetings and presentations). Facilitate and coordinate corporate holiday and other gifts, sponsorships, and donations.
Hire and coordinate trades and other workers who come in the office to complete projects (i.e. renovations) to improve the office environment.
Conduct necessary daily maintenance, managing office supplies and cleaning tasks, as required.
Manage the company gym and changerooms located on the office premises to keep all areas clean and organized. (Familiarity with real estate development processes and terminology is an asset.
Flexibility to work overtime and accommodate fluctuating work demands.
Bachelor’s degree in business administration, real estate, or a related field preferred.
Proven experience (5+ years) as an Executive Assistant or similar role, preferably in a corporate real estate or development environment.
Exceptional in Microsoft Word, Excel, PowerPoint, Outlook, OneNote, OneDrive, Dropbox, Adobe Acrobat, Adobe Sign, DocuSign, and other relevant software applications.
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.
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