Administrative Assistant
Position Type: Full Time Job Code:
Reports To: COO & EVP Department: Organizational Support
Location: 8688 Woodbine Avenue, Markham, ON Direct Reports: N/A

Job Functions:

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, anticipatory by nature, well organized and motivated to work independently in a team environment while establishing and maintaining a high level of professionalism.


  • Assist in the implementation of best office processes and procedures 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.
    • 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.

Skills Required:

  • 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.

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.