EMPLOYMENT OPPORTUNITY: Executive and Office Assistant
Position Type: Full Time Job Code: TPM JD EOA 01
Reports To: Executive Vice President & Extended Leadership Team Department: Administration
Location: 8688 Woodbine Avenue, Markham, ON Direct Reports: N/A

Position Outline:

The role of the Executive Assistant is to provide executive grade administrative support to the Executive Vice President and the remainder of the executive leadership team, supporting day-to-day operations while contributing towards improvements in work processes, enhanced work product, and increased output of the entire organization. The successful candidate must be detail-oriented, anticipatory by nature, well organized and motivated to work independently in a fast-paced environment while establishing and maintaining a high level of professionalism.

Responsibilities:

Administration:

  • Represent the Executive Leadership team as a genuine partner to form an efficient and productive work environment
  • Assist in the implementation of best office processes and procedures for improving work flow and general organization. Generate all necessary templates 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, 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
  • 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 otherwise 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
  • Assist in the preparation and implementation of corporate policies, including by not limited to the Employee Handbook, Health & Safety training manuals, etc.
  • Support HR and payroll with any other tasks as necessary

Key Qualifications:

  • A minimum of five (5) years of administrative experience supporting Senior Executives
  • 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 is 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.