Senior Administrative Assistant/EA
Job Description
Altis is thrilled to assist a residential property management company in their search for a well-organized Senior Administrative Assistant / Executive Assistant.
This role offers comprehensive administrative assistance to the executive team overseeing multi-residential operations and to the on-site teams.
The position demands professionalism, accuracy, and discretion while ensuring effective judgment in handling tasks. You thrive in a dynamic and fast-paced environment that involves multiple facets of the business and excel at keeping a high level of attention to detail.
1 year contract with possibility of becoming permanent. 4 days in office, 1 day remote. Office is located downtown Toronto.
Responsibilities : General Administration
- Prepares documentation and presentations for internal / external meetings.
- Takes minutes during meetings when needed.
- Acts as a communication channel between internal and external parties.
- Manages correspondence, information, and confidential matters with discretion; handles photocopying, scanning, phone calls, and greeting visitors at reception.
- Processes invoices and expense reports in line with accounting policies.
- Arranges travel and accommodation for team members when necessary.
- Supports the onboarding process by ordering equipment and assisting with setup for new staff.
- Undertakes other duties as required.
Calendar Management and Meeting Logistics
- Manages departmental meetings, daily calendars, appointments, room bookings, off-site / on-site meetings, conference calls, social events, travel, catering, IT resources, and other needs to ensure smooth meeting facilitation.
- Gathers briefing materials for meetings and events.
Documentation and File Management
- Maintains regular monthly reports.
- Prepares various documents, such as reports, memos, and letters, for digital internal and external circulation.
- Assists in coordinating internal processes, including acting as the point of contact and organizing reporting groups.
- Establishes and maintains electronic filing systems.
- Supports the team's organizational needs.
Relationship Management
- Acts as a primary liaison between the team and internal / external professionals / employees, fostering relationships with peer business executive administrative professionals.
- Builds and maintains relationships with business executive administrative professionals.
Qualifications :
- Post-secondary education in a relevant discipline.
- At least three years of experience in a senior administrative position.
- Demonstrated teamwork skills, flexibility, and the ability to keep others informed while anticipating needs.
- Strong relationship-building skills to interact professionally and confidently with various internal and external parties.
- Excellent written and verbal communication skills.
- High standards of ethics and confidentiality to handle sensitive information.
- Tech-savviness is a bonus.
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