Overview
Executive Administrative Assistant Jobs in North York, Ontario, Canada at Peak Associates Limited
Title: Executive Administrative Assistant
Company: Peak Associates Limited
Location: North York, Ontario, Canada
Our client is a highly reputable Commercial Real Estate Development firm with over 50 years of experience. The Executive Assistant will support 2 VP’s and will be critical to maintaining the organization, priorities and optimal business practices for the team. The ideal candidate is energetic and has a strong understanding of how to effectively support busy teams, is exceptionally organized and detail oriented, and is a true team player.
Responsibilities Include (not limited to):
Provide support to two Vice Presidents as required – Managing calls, messages, appointments, printing, etc.
Manage daily scheduling and calendar management (Outlook) and proactively adjust schedules based on priorities. Daily monitoring of Outlook inboxes and actioning items where applicable.
Organize and prepare for meetings including securing boardrooms, ordering catering, conference call coordination, and circulating calendar details.
Document coordination – Preparing cheques and/or corporate documents for signature, printing, completion of forms, arranging execution and ensuring appropriate delivery to respective parties.
Drafting and preparing correspondence on behalf of the VPs including email correspondence, presentations, RSVPs, meeting agendas, letters and memos
Corporate event planning and coordination including distributing invites, managing RSVPs, and organizing advertising for events such as galas, golf tournaments and other functions
Prepare specialized documents, contracts, and packages as required working in conjunction with Land Development team
File Management
Completing project forms and planning applications
Preparing and updating project tracking and circulating to principals and management
Expense Management – completion of monthly expense reports and submission to accounts payable for processing
Manage mail/couriers and office supplies on behalf of the team
Backup support to Senior Executive Assistant as needed
Ad-hoc duties as required including errands and delivery of documents/cheques
Desired Skills & Qualifications:
Previous administrative experience, ideally 3-5 years in a corporate setting
Excellent organizational skills with the ability to multi-task and prioritize work
Ability to learn new roles and complete tasks with accuracy
A “can do” attitude, team player, and willingness to step in and help whenever needed
Excellent oral and written communication skills. Must possess the ability to effectively communicate across all levels of management within the company as well as outside the organization
Proficient in MS Office (including Word, Excel, Outlook and PowerPoint)
This is an in-office position. No option for remote work is available
