Administrative Assistant

6 months ago

Toronto, Canada Triovest Realty Advisors Inc. Full time

Triovest, one of Canada's largest privately-owned commercial real estate companies, is seeking an Administrative Assistant at our downtown Toronto location. This is a unique career opportunity to support the COO & CFO and collaborate closely with our senior leaders, contributing to the smooth functioning of our operations. This role will involve diverse administrative responsibilities including coordinating schedules, facilitating communication, managing workflow, and assisting with various projects. We are seeking an individual who is driven, well-organized, resourceful, and possesses exceptional interpersonal abilities to foster effective collaboration across all levels of the organization. At Triovest, we have a culture that values teamwork, results, integrity and ownership and has high expectations on service excellence.

**KEY RESPONSIBILITIES**
- Provide full administrative support to the CO & CFO with correspondence, calendar management, travel arrangements, monthly expense reports, registration of forums/events/memberships.
- Act as a liaison between the COO & CFO and internal teams and external stakeholders and maintain open lines of communication ensuring timely and accurate responses.
- Prepare and edit correspondence, presentations, reports, and other documents as required, ensuring professionalism and attention to detail.
- Draft and prepare correspondence for internal announcements and/or meetings. Coordinate materials for all meetings including advance distribution of materials.
- Plan and coordinate meetings, agendas and coordinate and distribute meeting minutes and materials.
- Assist in the preparation of financial reports, budget tracking, and expense management, ensuring accuracy and compliance with company policies.
- Organize and coordinate team events, meetings, and conferences, both on-site and off-site.
- Conduct research and gather information to support decision-making, strategic planning, and special projects initiated by the COO & CFO.
- Develop and maintain appropriate filing systems to ensure accurate records are kept at all times and deadline requests are respected.
- Maintain confidential records and sensitive information with the utmost discretion and professionalism.
- Represent Triovest in a positive light through great follow-up skills and sound judgment.
- Collaborate with the executive support team and other administrative staff to streamline processes and improve overall efficiency within the organization.
- Perform general office management duties, such as reception coverage, managing files, and ensuring a clean and organized workspace.

**QUALFICATIONS & ATTRIBUTES**
- Minimum 3+ years of experience in an administrative capacity in professional services environment, working alongside senior leadership, or equivalent education and experience,
- Proficiency in the Microsoft Office and familiarity with software such as DocuSign and PDF Docs.
- Able to adapt to changing technology in an environment of continuous learning.
- Exceptional organizational skills with a proven ability to drive tasks forward and achieve results.
- Meticulous attention to detail, ensuring accuracy in all aspects of work.
- Proactive, solution-oriented mindset with sound judgment and resourcefulness in problem-solving.
- Demonstrated discretion in handling confidential information and maintaining confidential communication.
- Strong interpersonal skills, fostering a collaborative approach and cultivating relationships with colleagues at all levels of the organization.
- Flexibility to adapt to changing priorities and willingness to go above and beyond to meet deadlines and support the COO & CFO’s objectives.
- Must be inclusive and supportive of the diversity within the Triovest team.

**Triovest is an Equal Opportunity Employer**

We are committed to creating a culture of equity, diversity, and inclusion, including fostering a safe and respectful environment that allows for diverse perspectives—a work environment in which all employees are valued and have an equal opportunity to achieve success.

Applicants who meet the qualifications will be given fair consideration for employment, free from any form of discrimination based on protected grounds.

**#LI-DNI**
- #_**_INDHP_

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