Administrative Assistant
Position Type: Full Time Job Code: 
Supporting: Executive Leadership, Organizational Support Department: Administration
Location: 8688 Woodbine Avenue, Markham, ON Direct Reports: N/A

Position Outline:

The role of the Administrative Assistant is to provide general administrative support services to the leadership team, supporting day-to-day operations while contributing towards improvements in work flow processes, enhanced presentation material, and increasing the level of organization and output of the organization. The successful candidate must be detail-oriented, well organized and motivated to work independently in a team environment and maintaining a high level of professionalism.

Key Responsibilities:


  • Assist in the implementation of best office practices for improving work flow 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.
  • Support 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 company 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.
  • Maintain ¬†professionalism among all staff members, partners and the ownership group.
  • Conduct research, compile data and prepare reports ¬†on specific assignments from time to time.
  • Take initiative to identify and recommend improvements in the 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.

Office Management:

  • 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 seasonal 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 generation of HR related information for new hires, ensuring they receive a comprehensive introduction and orientation experience.

Key Qualifications:

  • A minimum of three (3) 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.

All interested candidates are encouraged to submit their cover letter and resume to

We thank all applicants in advance, however only individuals selected for interviews will be contacted.