Office Manager/executive Assistant

OTT Properties & Development Group, a member company of OTT Financial Group, is a fast-growing developer converting OTT's vast land reserves in Ontario into commercial, residential, and industrial properties.

OTT Financial Group is the parent organization of a group of financial services and investment companies. We leverage innovative fintech innovations to bring excellent financial advice and best-in-class wealth management to our customers and business partners. Empowering 10,000+ merchants and hundreds of thousands of individual clients across Canada, we are the home to a wealth of expertise in forex and securities trading, mobile and cross-border payment, and investment fund management.

We are looking for an **Office Manager/Executive Assistant **to support our business growth in Toronto. In this role, you will be responsible for multitasking efficiently, ensuring office operations are efficient, and facilitating seamless communication between the GMO, other departments team and various stakeholders, including external third parties. This is a full-time, permanent position based in our Leslie St Head Office.

**_ What’s in it for you:_**
- Competitive salary
- Extended Health, Dental, and Vision Benefits
- Life and Disability Insurance
- Performance Bonus
- Vacation Leave, Parental Leave and Family Medical Leave
- Centrally located modern and spacious offices close to Eglinton and Leslie
- Free use of onsite Gym and Sports Facilities, and regular Company Social Events
- Learning and Professional Development Support
- A chance to work in a dynamic, collaborative, progressive and high performing team.
- Community involvement through the annual Terry Fox Run
- Tremendous opportunities for Growth and Development

**_ How you will contribute:_**
- Office Operations
- Ensuring a high-functioning office that is organized with office operations and procedures.
- Point person for managing relationships between GMO and other departments and divisions, vendors, mailing, shipping, supplies, equipment, bills, and errands.
- Maintain a safe, secure, and pleasant work environment.
- Responsible for developing and implementing office policies by setting up procedures and standards to guide the operation of the office.
- Coordinate GMO staff activities to ensure maximum efficiency ensuring office operations and procedures
- Work closely with third parties and all internal departments to ensure a smooth and efficient process, fostering collaboration and synergy in project execution.
- Provide purchasing support by researching, obtaining quotes, making recommendations, and tracking shipments.
- Conduct research, collate information, and assist with inventory management, logistics, and procurement.
- Ensure office supplies are well-stocked and maintain a tidy kitchen.
- VIP Guest Engagement
- Ensure VIP guests are greeted at the reception, taken care of promptly and professionally.
- Facilitate in solving guests needs and elevating guest experience, leaving them feeling supported and valued.
- Organize and facilitate VIP guest meetings and events, ensuring VIP guest meetings and events are positive, personal, memorable, and referrable.
- Team Support Optimization
- Calendar Management using Outlook and other tools
- Ensure the GMO is ready and prepped for upcoming guest meetings.
- Provide support to Executive Team as required.
- Assist in drafting, editing, and formatting correspondence, reports, and presentations.
- Manage special projects and shifting priorities effectively.
- Coordinate travel arrangements and car service requests.
- Adapt to evolving needs and take on additional responsibilities as required.

**_What you bring to the table:_**
- **5-10 years experience in an administrative environment within real estate or wealth management, multi office experience is a plus**
- **Has experience dealing with C level executives and VIP/high value clients**:

- Are self-motivated to take initiative and can work with mínimal supervision.
- Able to handle a variety of tasks
- Proficient in basic administrative functions and skilled in using office software including Microsoft Word, Excel, Outlook, PowerPoint, and Adobe.
- Exceptionally organized, detail-oriented, and able to manage high-stress situations calmly and effectively.
- Can maintain confidentiality and maturity while assisting with sensitive personal and organizational requests.
- Ability to stay calm under pressure.
- Have experience troubleshooting problems while navigating ambiguous and time-sensitive situations.
- Possess a high sense of urgency and enjoy being the ‘go-to’ person.
- Enjoy problem-solving and have experience prioritizing a heavy workload with superior analytical, organization, and project management skills.
- Be highly proactive, demonstrate initiative and be prepared to go the extra mile
- Enjoy learning and always seeking to improve systems and processes.
- Possess excellent communication (written and verbal) and interpersonal qua