Executive Assistant- Senior Administration
2 weeks ago
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.
Tech-savviness is a bonus.
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