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Administrative Assistant - 1+ Year Contract (Closed)

Job Highlights
Direct Hire

About The Opportunity  

  • Assist in the implementation of best office processes and procedures for improving workflow and general organization. Generate all necessary templates, flowcharts and instruction manuals for successful implementation and monitoring 
  • Support both physical and electronic organization and record keeping, while working towards a paperless environment 
  • Prepare reports, spreadsheets, templates, and presentation materials as needed 
  • Aid in all meeting scheduling, including schedule coordinating, preparation of meeting materials, drafting agendas, and the consolidation and distribution of meeting minutes where required 
  • Answer, review and redirect incoming telephone calls and mail, on behalf of the executive leadership team.  
  • Develop and distribute all internal and external correspondence 
  • Prepare internal and external corporate documents for team members and industry partners 
  • Prepare expense reports for the executive leadership team and manage all confidential files/documents 
  • Review website and marketing material for consistency in branding efforts, ensuring that all materials are up to date and correct 
  • Develop, implement, and enforce standardization in all content generated across the organization, focusing on font sizes, colours, standard templates and external communications 
  • Develop and sustain a level of professionalism among all staff members, partners and the ownership group 
  • Conduct research, compile data and prepare results on specific assignments from time to time 
  • Take initiative to identify and recommend improvements in own job function 
  • Actively communicate with other team members and provide ancillary support, as may be required 
  • Represent the Leadership team as a genuine partner to form an efficient and productive work environment 
  • Perform other administrative duties and special projects, as may be required 
  • Enhance the office by providing information management support, ensuring the proper utilization of all equipment, resources, and corporate expenses 
  • Manage and update corporate memberships/ contracts 
  • Plan annual, seasonal and monthly corporate events 
  • Manage all furniture and artwork installations, in addition to any other physical improvements made in the office 
  • Continually assess where improvements can be made to the office environment and present ideas for consideration 
  • Assist in the on boarding process of new hires, ensuring all active participants in this process have been provided with the information needed in a timely manner 
  • Ensure that new hires receive a comprehensive introduction and orientation experience. 
  • Assist in the preparation and implementation of corporate policies, including by not limited to the Employee Handbook, Health & Safety training manuals, etc 

About You 

  • A minimum of five (5) years of administrative experience 
  • Post-Secondary education, college diploma or related experience 
  • Demonstrated business professionalism, respect for confidentiality and appropriate handling of sensitive information 
  • Highly trustworthy, possesses sound judgment, ethical standards and a high level of discretion 
  • Strong organizational, project management and problem-solving skills with exceptional organizational abilities 
  • Strong interpersonal and communication skills; both verbal and written 
  • Ability to work with minimal supervision or direction 
  • Advanced level knowledge of Microsoft Office (Word, Excel, Outlook, PowerPoint) and Adobe Acrobat 
  • Experience with Adobe Creative Suite and Microsoft Visio an asset 
  • Strong ability to communicate professionally and effectively with individuals at all levels within the organization 
  • Demonstrated enthusiasm for continuous learning relevant to the role 
  • Experience in commercial real estate is considered an asset, however not a requirement 
  • Friendly and professional demeanor with a team oriented mentality 

$60, 000 - $65, 000/year 

How to Apply 
Click the “Apply Now” button and follow the instructions to submit your resume. Please note that we only accept documents in MS Word or Rich Text formats. When referencing this job, quote #363375

You must currently reside within the Greater Toronto Area and be permitted to work in Canada to be considered for this opportunity. A recruiter will be in touch with you if your profile meets our client’s requirements for this role. 

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