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Executive Administrative Assistant Office Manager

3 months ago

Toronto, Ontario, Canada TDS Personnel Full time

Our client, a Real Estate development company is seeking an Office Manager/Executive Assistant with a high energy, self-starting attitude that can take direction, possesses excellent communication/analytical skills, and has a solid knowledge of Microsoft Office products on a 12-month contract basis. This individual must be comfortable with a variety of tasks, ranging from general administration to more project-based tasks. They should have the ability to work independently as well as part of a team.

Key Responsibilities:

  • Calendar coordination and scheduling using Outlook
  • Planning, organizing, and coordinating meetings
  • Office/facilities management: setup boardrooms, kitchen duties (i.e., unload dishwasher, restock fridge and pantry), supply ordering, coordinating general office maintenance and repairs, etc.
  • Assistance in payment processing, invoice data validation, entering bills, creating invoices, cutting cheques, making and keeping track of bank deposits
  • Preparing and submitting expense reports, keeping and obtaining receipts and invoices
  • Filing and obtaining approvals of invoices for payment processing
  • Creation and maintenance of existing spreadsheets for data entry
  • Liaising with IT to ensure proper operation of office equipment
  • Preparing presentations, memos, letters, copying, scanning
  • Filing and organizing documents, overseeing and maintaining the office's filing system
  • Travel arrangements
  • Seasonal events coordination, managing vendors registry and holiday gift distribution
  • Other ad-hoc duties/projects as assigned

Job Requirements:

  • Post-secondary education coupled with 3-5 years in office management/executive administrative experience
  • Excellent calendar and email management skills
  • Experience handling up to three executives at one time is a must
  • Prioritizing ownership/management requests while juggling operational responsibilities
  • Data entry in QuickBooks is a must, bookkeeping experience is an asset
  • Experience working with confidential and sensitive information
  • Highly skilled with Office 365; experience with Adobe products/apps

Personal Competencies:

  • Exceptionally organized and detail oriented
  • Excellent interpersonal skills and communication skills at all levels
  • Ability to work with deadlines and under pressure
  • Ability to work independently and as part of a team
  • Professional, positive, and friendly manner
  • Ability to multi-task
  • Ability to operate with little direction

TDS Personnel is an equal opportunity employer and is committed to providing employment in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act. Accommodations within reason due to a disability or medical need are available on request for candidates taking part in the recruitment process.