Executive Assistant

4 weeks ago

Toronto, Canada OTT Financial Group Full time

OTT Financial Group is the parent organization of a group of financial services and investment companies. OTT Properties & Development Group, a member company of OTT Financial Group, is tasked with planning and developing OTT's vast land reserves in Ontario into hospitality, commercial, residential, and industrial properties.

We are ambitious, results-focused, and forward-looking. At OTT, you’ll get numerous opportunities to learn and grow, alongside a cohort of talented people from diverse backgrounds and industries. Tackling business challenges in a collaborative and innovative environment, you’ll be encouraged to be your best self and make a meaningful impact.

As our development projects have hit the ground running, we are looking for a full-time Executive Assistant reporting to our CEO, Hospitality Division at our Toronto headquarters.

**Responsibilities**:

- Assist and support the CEO, Hospitality Division and the Executive Team in the review and set up of the processes, procedures, systems, equipment for the Hospitality Division.
- Acting as the point of contact among executives, employees, clients and other external partners
- Managing information flow in a timely and accurate manner
- Managing executives’ calendars and set up meetings
- Act as the point of contact among executives, employees, clients and other external partners
- Manage information flow in a timely and accurate manner
- Manage executives’ calendars and set up meetings
- Make travel and accommodation arrangements
- Rack daily expenses and prepare weekly, monthly or quarterly reports
- Work with other departments in coordinating and supporting project work, tasks, documents etc
- Act as an office manager by keeping up with office supply inventory
- Take minutes during meetings
- Screen and direct phone calls and distribute correspondence
- Organize and maintain the office filing system
- Support the hospitality division in any research, projects, tasks in a multi functional capacity
- Support the CEO and Executive Team - Hospitality Division in any work tasks assigned
- Assist and support the CEO - Hospitality Division in preparing any presentations to the owner, management, other colleagues and other stakeholders.
- Assist and support the CEO - Hospitality Division in the budget formulation, ongoing updating, and review. Responsible for the Worksheets set up in the system, communicate and guide the other users.
- Responsible for booking meeting rooms and its setup as well as meal arrangements
- Support the CEO - Hospitality Division in the communication both internally and externally. Responsible to receive, sort and draft the communications or / and communicate direct.
- Conduct any other projects and assignments.

**Requirements**:

- University Degree / College Diploma or equivalent combination of education and work experience
- 3+ years of work experience as an Executive Assistant, Personal Assistant or similar role
- Excellent verbal and written communications skills in both English and Chinese
- Proficiency in Microsoft Office Suite including Word and Excel.
- Excellent problem-solving skills and a team player
- Attention to detail; organizational skills and time management skills to lead several initiatives at once
- Experience in hospitality industry is preferred but not a must
- Outstanding organizational and time management skills
- Discretion and confidentiality

We provide a comprehensive compensation package and a variety of opportunities for you to grow in a dynamic, collaborative, progressive, and high-performing team within a fast-growing business unit.

Accommodations for job applicants with disabilities are available upon request.

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