Executive Assistant and Office Manager

Responsibilities :

• Provide high-level administrative support to the executive team, including calendar management, travel coordination, drafting memos and emails, scheduling appointments, and coordinating meetings and conference calls with internal and external parties strategically.
• Prepare expense and health reimbursement forms for the Senior Leadership including gathering all necessary supporting documentation.

Submit for processing. Follow up on any outstanding expense submissions.

Serve as the primary point of first contact for internal and external stakeholders, including investors, clients, and partners.

The position will be physically located in the reception area to welcome office guests, manage incoming and outgoing deliveries and mail.

• Proofread and format correspondence, presentations, reports, and other documents for the team. Maintain organized electronic and physical filing systems to ensure efficient retrieval of information.
• Prepare boardrooms for in-person meetings, assists with technology setup for screen sharing and virtual attendees, greets outside attendees, offers refreshments, and directs guests to the appropriate location.
• Provide administrative support for ongoing real estate development projects, including tracking project milestones, updating project documentation, and liaising with project teams and external stakeholders.

Assist with and / or lead special projects (transition to electronic documentation, office renovation, etc.).

Coordinate logistics for corporate events and parties, client meetings, and industry conferences. Assist in event planning, including venue selection, catering arrangements, and attendee management.

Monitor and track employment attendance at industry conferences, administrate registration and individual requirements, as needed.

• Complete required updates of the corporate website, coordinate press releases and other social media, as requested. Assist with solving minor employee or company IT issues and act as liaison with third party consultants to ensure all IT issues are resolved.
• Provide full administrative support including emailing, scanning, filing (emails, electronic documents, paper documents), requesting electronic signatures, processing invoices, etc.

while handling sensitive information with discretion and confidentiality.

Attend to some administrative and project relate duties that may require that work / travel outside business hours (i.e.

attendance at weekend sales openings, attendance at offsite meetings and presentations). Facilitate and coordinate corporate holiday and other gifts, sponsorships, and donations.

• Hire and coordinate trades and other workers who come in the office to complete projects (i.e. renovations) to improve the office environment.
• Conduct necessary daily maintenance, managing office supplies and cleaning tasks, as required.
• Act as main point of contact for alarm company and security, including being the primary 24-hour emergency contacts.
• Manage the company gym and changerooms located on the office premises to keep all areas clean and organized. (laundry service coordination etc)

Required Skills and Knowledge :

• Extraordinary organizational skills with the ability to multitask and prioritize tasks effectively.
• Strong written and verbal communication skills, with a high level of professionalism and attention to detail.
• Ability to maintain confidentiality and exercise discretion when handling sensitive information.
• Proactive and resourceful with a positive attitude and a willingness to take on new challenges.
• Familiarity with real estate development processes and terminology is an asset.
• Flexibility to work overtime and accommodate fluctuating work demands.
• Ability to handle multiple assignments and prioritize activities in a fast-paced organization.
• Ability to work with minimal supervision.

Education and Experience :

• Bachelor’s degree in business administration, real estate, or a related field preferred.
• Proven experience (5+ years) as an Executive Assistant or similar role, preferably in a corporate real estate or development environment.
• Exceptional in Microsoft Word, Excel, PowerPoint, Outlook, OneNote, OneDrive, Dropbox, Adobe Acrobat, Adobe Sign, DocuSign, and other relevant software applications.

Summit Search Group is a fair and equitable search firm. We welcome and encourage applications from people with disabilities.

Accommodations are available on request for candidates taking part in all aspects of the recruitment and selection process.

Melanie McQueen

City

Toronto, ON

Industry

Position