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Administrative/executive Assistant

4 months ago

Toronto, Canada Triangle Development Full time

Triangle Development is seeking a self-directed, independent critical thinker who is well
- organized to provide professional administrative and executive support within the organization.
In addition to providing executive support to the President, the Executive Assistance is responsible for supporting administration of Triangle’s operations, including accounting processes, communications, procurement of goods and services, project management. Other duties may be assigned as required.

**Responsibilities**:
ACCOUNTING SUPPORT
- Support in processing of invoices, payments, AR and AP
- Preparation and reconciliation of month end banking and financial activities
- Support in preparation of annual financial statements
- Banking and credit cards activities reconciliation

GENERAL ADMINISTRATION
- Maintain calendars, plan and schedule meetings, using a high level of discretion and prioritization skills
- Maintain efficient filing and document management system, both online and hard copy formats
- Address communications and correspondence in a professional and timely manner
- Provide coordination and follow-up for projects initiated
- Prepare professional presentation materials (e.g. slides, handouts)
- Prepare materials for appointments and meetings, reports and travel packages
- Handle duties with a high degree of integrity, professionalism, confidentiality and in a timely manner, including verifying information and obtaining authorization
- Social Media and SEO knowledge is an asset
- Complete other duties and projects as assigned

PROJECT MANAGEMENT
- Responsible for project supervision, controlling budgets/costs, and reporting on project status identifying critical path challenges
- Create, monitor and update project agenda and schedules, update weekly progress plans and prepare monthly project report
- Negotiating with vendors, suppliers and contractors
- Support the permitting process, collaborate with design team
- Assist in conducting due diligence for acquisition opportunities

TENANT SUPPORT
- Support Tenants relationship, payments collection, managing insurance policies, licenses renewals and related tasks

**Qualifications**:

- Post-secondary degree level education in business administration and/or similar
- A minimum of 5 years’ direct experience providing executive support and business operations.
- Proven record in ensuring confidentiality, integrity, professionalism and diplomacy at all times.
- Excellent critical thinking skills, solid judgment and creative problem-solving abilities to proactively anticipate and address the needs of senior management.
- Must demonstrate high initiative with strong attention to detail, employing high quality standards for drafting, editing and proofreading documents.
- Excellent management and organizational skills with the ability to handle competing priorities in high stress situations and under tight deadlines.
- Ability to work and communicate with all levels of staff both internally and externally in a diplomatic and respectful manner.
- Meticulous records maintenance skills to maintain filing systems, databases and minutes management.
- Proactive in anticipating issues before they become a problem and bringing them to the attention of the appropriate parties.
- Expert MS Office proficiency (Word, Excel and Powerpoint) required.
- Strong customer service orientation.
- Knowledge of accounting procedures.
- Travel might be required

**Compensation**:
This role is a full-time position. Cell phone expenses are paid. Travel expenses are paid.

Triangle Development is an Equal Opportunity Employer that does not discriminate on the basis of race, color, religion, sex, national origin, ancestry, marital status, age, sexual orientation or disability or any other classifications protected by provincial and federal laws.

Flexible Language Requirement:

- French not required

Schedule:

- Monday to Friday

Work Location: One location