Executive Assistant/Office Manager

Salary Range: $60-65k
Employment Type: Permanent Full-time
Job Industry : Real Estate and Development
Job Category: Administrative and Office Support
Posted on: May 01, 2018

Real estate development and asset management company located in North York requires an Executive Assistant/Office Manager to support the Executive team and manage the day to day operations of the office.

• Manage Executive schedules
• Coordinate internal and external meetings
• Organize travel arrangements, including hotel, rental car and flights for the entire office
• Complete Executive Expenses on a monthly basis
• Prepare letters, presentations and reports as needed
• Act as the main point of contact for the President & CEO  
• Screen and redirect calls as necessary; taking messages and prioritizing as necessary
• Manage both corporate and personal calendars, scheduling appointments and rescheduling appointments to ensure that no conflicts arise
• Handle all incoming correspondence.  Schedule and coordinate maintenance and upkeep as required for the President's personal facility, meeting with vendors to sign contracts and deliver cheques when necessary.  Run errands as required.
• Develop and foster positive relationships with internal and external stakeholders
• Ensure proactive timely resolution of all co-worker inquiries
• Retrieve packages and mail, opening, sorting, and distributing all incoming correspondence. Arrange courier delivery and pick up services, ensuring that all items are delivered in a timely and efficient manner
• Receive and direct all visitors, providing refreshments when requested. Manage the Meeting Room schedules, booking rooms for employees and sorting scheduling conflicts as they arise. Maintain the meeting rooms, cleaning up after each meeting and ensuring that they are in meeting ready state.  Book catering for office meetings
• Maintain office supply inventories, placing weekly Staples orders for both the head office as well as the various work sites. Maintain kitchen area, completing weekly fridge and microwave cleans outs

• Minimum 5 years’ experience supporting C-level Executives and maintaining an office
• Post-Secondary education in office administration or equivalent
• Strong interpersonal and oral communication skills
• Commitment to discretion and confidentiality
• Ability to work in a fast paced environment and keep a calm demeanour
• Excellent organizational skills with a strong ability to prioritize and multi-task
• Able to work both independently and comfortably as part of a team
• Aptitude for working in a deadline-oriented environment
• Knowledge of operation of standard office equipment and general office procedures
• Strong problem solving skills, able to solve problems using facts, sound reasoning and common sense
• Forward thinking with an ability to develop creative strategic solutions to issues
• Strong command of MS Office products: Word, Excel, PowerPoint, Outlook
• Must have a vehicle and a valid G-Class license

TDS Personnel is an equal opportunity employer and is committed to providing employment in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act. Accommodations within reason due to a disability or medical need are available on request for candidates taking part in the recruitment process.

To apply now contact: k.penhale@tdspersonnel.com


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