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.