Executive Office Support

6 months ago

Toronto, Canada MADISON HOMES HOLDINGS Full time

Our History:
The Madison Group is a widely diversified real estate and land development company with extensive experience in building master
- planned communities, low-rise and high-rise residential projects and also operates a substantial portfolio of retail, commercial and industrial projects.

For over 55 years, Madison Group has built its foundation on integrity and innovation and our commitment to our customers is our foremost priority. Madison Group focuses on creating quality homes & residences in desirable areas firmly rooted in a sense of community. Our reputation is defined by the talent, dedication, and passion of our team. For further information, please refer to Madison Homes’ website at MadisonGroup.ca

The Role:
The Executive Office Support person is responsible for performing a variety of administrative tasks and assisting the senior executive assistant.

Primary Responsibilities:

- Maintain/ manage executives’ calendars - arrange/ schedule/ coordinate in-person and virtual meetings (business and some personal, e.g., dental, etc.); rescheduling appointments; providing daily briefings
- Prepare and distribute meeting materials - agendas, meeting minutes
- Control flow of documents - delegation, review, approval, execution (invoices/ cheques/ legal documents
- Arrange business lunch / dinners
- Arrange business travels - book flights and accommodation
- Maintain and organize files - hard copies / digital
- Prepare and maintain expenses and credit card reconciliation
- Assist with planning and organizing company events
- Perform additional duties as assigned by executives
- Assist with other office administration as required, e.g., reception relief, fund-raising
- Maintain a high degree of discretion and confidentiality

Required Skills and Qualifications:

- Experience in a fast-paced office / administrative role is preferred.
- Proficient in computer skills, especially MS Office (Word, Excel, and PowerPoint)
- Exceptional written, oral communication, and interpersonal skills. Must be professional, discrete, courteous, and always providing prompt and accurate responses. A positive demeanor is essential.
- Strong attention to detail.
- Organization skills.
- Ability to work on multiple projects, prioritizing and meeting tight deadlines. Must be willing to be a team player and provide back-up to other functions such as reception.
- Ability to work well with people from many different disciplines.
- Must have valid driver’s license, own a vehicle and be willing to drive on occasion (bank runs, deliver secure / important documents for executives).

We are committed to providing accommodations for people with disabilities. Accommodations are available upon request to ensure that we meet your needs.

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