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Executive Assistant

3 weeks ago

Toronto, Canada The Minto Group Full time

**Position**:Executive Assistant

**Location**:Minto Toronto Head Office

**Business Unit**:Minto Properties

**Build your future at Minto**

Since 1955, we’ve been proudly building better places for people to live, work and play, one home and one relationship at a time. To us, it’s all about special moments — like the thrill of a new apartment, the pride in owning a first home, or a growing investment partnership. We recognize this continues with great employees, like you, and would love for you to join us on our mission. At Minto we welcome change, celebrate new ideas and provide you with the resources, professional training and diverse opportunities to grow your career.

**Your offer will include**:

- Competitive salary
- Annual bonus + benefits effective 1st day + RRSP matching plan + 3 weeks’ vacation
- Tuition reimbursement plans and professional development courses
- Employee recognition platform - Be rewarded by your colleagues for your contributions
- Flexible summer hours
- Many exciting career opportunities

**Your Role on our Team**:
The Executive Assistant is responsible for supporting several individuals (VPs, Directors & Managers) and their teams, while ensuring the smooth and effective day to day operations of the department.

**In this role, you will**:

- Supports multiple VPs, Directors & Managers with day to day administrative support
- Coordinates travel plans & expenses for multiple VPs, Directors & Managers and their direct reports
- Provides, tracks and updates various weekly and monthly reports (Excel, Yardi, etc...)
- Coordinates execution of documents i.e. contracts
- Assists in the preparation of departmental reports and statistics as required
- Submits and tracks department timesheets
- Prepares reports and monitors vacation, absenteeism reports for the department
- Maintains org charts, phone lists, distribution list, etc...
- Prepares internal memo’s/discussion documents for distribution to management
- Attends, coordinates and takes minutes at meetings
- Maintains files and filing system
- Acts as liaison and central point of contact for the team
- Prepares PowerPoint presentations for internal and external meetings
- Conducts research on venues, products and suppliers for the purpose of event planning;
- Organizes social events when required
- Responds to and directs all incoming requests to the office by telephone or correspondence
- Greets guests at front desk when required
- Provides customer service for staff and guests visiting the office
- Provides administrative support for guests as requested
- Responds to internal requests i.e. IT requests, ordering office supplies;
- Communication liaison and support to maintain an appropriate communication protocol with our resident customers
- Organizes electronic and hard copy files
- Supervises and mentors other staff when required
- May assist in preparing departmental proposals and managing procurement requests if required
- Other duties within the scope, spirit and purpose of the job, as requested by management

**We would like you to have**:

- Education: A post-secondary education is required.
- Experience: Minimum five (5) years of relevant administrative office experience supporting multiple individuals.
- Specialized Skills, Knowledge and Abilities:

- Excellent organizational skills with the ability to multi-task
- Ability to ensure information remains confidential
- Advanced Microsoft Office (Word, Excel PowerPoint & Outlook) is required
- Working knowledge of Yardi would be an asset
- Excellent listening, oral and written communication skills
- Professionalism (ability to exercise tact, good manners, discretion, confidentiality, maturity)
- Adaptable and flexible in the work environment
- Uses good judgment with sound problem-solving skills
- Interpersonal skills
- Initiative and creative
- Attention to detail
- The ability to work both in a team and independently
- Minto is an equal opportunity employer committed to fostering an inclusive and accessible environment. We are dedicated to building a workforce that reflects the diversity of the community in which we live, including those with disabilities. Should you require accommodation or support in any aspect of our recruitment and selection process, we will work with you to meet your needs._