EMPLOYMENT OPPORTUNITY: Administrative Assistant – 12 Months Contract
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.

Responsibilities:

  • 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 hr@tricapproperties.com

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