Executive Assistant

18 hours ago

Toronto Ontario CA, Ontario TDS Personnel Full time

Our client a real estate investment trust requires an Executive Assistant to join their team on a 12-month contract basis. The Executive Assistant will provide high level administrative support to the COO. In this role, a high degree of confidentiality and judgment is required.


Responsibilities:

  • Completes a broad variety of administrative tasks for executives including calendar and email management, travel arrangements, completing expense reports, composing and preparing or modifying correspondence, materials and agendas as required, and works on special projects/assignments as required.
  • Updating Executives’ daily checklists.
  • Prepare or modify documents such as internal and external presentations, correspondence, reports, board materials and emails.
  • Display sensitivity to tight deadlines and multiple priorities.
  • Preparing for meetings, including determining internal deadlines and coordinating material for review by appropriate executives, formatting and posting final material.
  • Project manage quarterly deliverables including development of board materials.
  • Process invoices, track expenditures and maintain records.
  • Workflow management – first point of review for invoices, purchase orders, lease deals, ensure correct persons review and enter invoices into Nexus once approved and follow up with outstanding invoices.
  • Handle highly sensitive and confidential matters as part of daily administrative duties.
  • Follow up and act as a liaison with various individuals both internally and externally, at all levels of the organization.
  • Coordinate and complete various special events (e.g. townhalls) and projects/assignments as required.
  • Coordinate conferences, booking conference rooms/meeting rooms /arranging for catering services and technical equipment and materials as appropriate.
  • Other administrative support such as filing and photocopying as required.


Role requirements:


  • Successful completion of a related post-secondary program.
  • Industry experience in Construction and/or Real Estate is considered an asset.
  • Minimum of 7 years Executive Assistant experience.
  • Advanced computer skills – in Word, Excel, PowerPoint, Outlook, and the ability to proactively manage Calendar.
  • Quick learner with ability to effectively communicate, both verbally and in writing, with a wide variety of people at all levels within the business.
  • Able to deal with sensitive business information in a confidential and professional manner.
  • Strong interpersonal skills, as well as professional demeanor and appearance.
  • Ability to quickly develop strong working relationships with executives within the business.
  • Superior organizational and time management skills, with the ability to prioritize and multitask daily activities.
  • Solid business writing skills, with a strong attention to detail.
  • Able to work in a highly organized manner where detail, accuracy, urgency, confidentiality, and discretion are critical with minimal supervision
  • Demonstrated ability to work effectively in a fast-paced environment, and juggle multiple priorities.
  • Strong work ethic, trustworthy and a team player.
  • Event planning.




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.

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