Executive Assistant

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Job Description

Our client, a family-owned real estate development company specializing in residential rental and industrial builds across the GTA, is seeking a driven Executive Assistant to join their team.

The Executive Assistant reports directly to the Chief Executive Officer, providing comprehensive support to senior management, and overall organization of office operations. The Executive Assistant manages information flow in a timely manner, with a high level of professionalism. The position requires anticipating needs, critical thinking, and offering solutions to problems with professionalism and discretion. This is an integral role in the organization, ensuring the CEO stays organized, while also supporting and collaborating with the senior management team on various initiatives.

This position is required to work full-time hours on-site at the client's office. Due to the nature of the role, some evening and/or weekend emails, calls or scheduling may occur on an occasional basis.

Responsibilities:

Support various administrative and organizational needs of the CEO to ensure maximum efficiency, including but not limited to: calendar management, scheduling meetings, travel arrangements, expense reporting, preparing PowerPoint presentations, attending meetings/ creating meeting minutes, preparing strategy and debriefing CEO prior to meetings, and following up on outstanding items as required
Assist with calendar management for senior management (includes CFO, SVP of Development and Planning, and EVP of Engineering and Construction)
Create briefing reports prior to key meetings highlighting the company and people attending, and objectives to be discussed
Maintain key priorities for the CEO and company in order of importance
Accurately proofread, format, and assist with various legal and general materials, including: documents, reports, memos, briefings, presentations, forms and other items, ensuring accuracy and completeness; checking for appropriate formatting, spelling, grammar, etc.
Act as primary point of contact between the office of the CEO and the executive team, employees, clients and external stakeholders
Draft and send communications on behalf of the CEO, answer and respond to phone calls
Conduct research on various topics, technologies, and competitors to provide the CEO with insights, information, and innovative approaches that can enhance project efficiency and effectiveness
Maintain detailed project documentation, including project plans, report, and key decisions
Anticipate requests, needs, and potential problems that may arise for the CEO or office operations
Develop knowledge of external clients in order to enhance service and high quality deliverables Secondary Responsibilities
Assist in planning and organizing various office events (ex. Groundbreaking, Christmas party)
Visiting the sites to understand the company, product, and objectives

Required Skills:

Maintain a high level of discretion and confidentiality when handling information
Excellent organizational and time management skills
High attention to detail
Able to work both independently and collaboratively within a team environment
Able to multi-task and work within cross-functional departments
Self-starter, comfortable completing a high volume of tasks with minimal guidance
Strong communication skills – oral and written, able to interact with people at all levels in a confident, professional manner
Exhibit sound judgement with the ability to prioritize tasks based on importance and urgency

Qualifications:

Post-Secondary education
Previous work experience as an Executive Assistant in a professional and fast-paced environment
Advanced proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint)
Ability to communicate effectively and professionally

Job Information

Rate / Salary

$90000 - $120000 per Year

Sector

Construction