Executive Assistant - Toronto, Canada - Greenrock Property Management

Description

This Executive Assistant role reports directly to the Chief Operating Officer and acts as a key support to the operations department.

In this role, you will assist with the maintenance of the overall day-to-day operations of the office, while acting as a force-multiplier for the efforts of the Chief Operating Officer and his team.

Working closely with the Operations and Administration teams, you will assist with the planning and coordination of administrative and operational activities to support the COO with managing their time efficiently.

The overarching goal of this role is to provide a high standard of operational and administrative support, that drives our collaboration and collective successes.

You remain calm in the face of ambiguity and thrive in a fast-paced environment that invites you to contribute opportunities for continuous improvement to the operations function.

You are a proactive and open communicator, and you are not afraid to ask clarifying questions, to ensure that tasks are completed accurately, efficiently, and always to a high standard.

Your helpful nature, adaptability and natural problem-solving abilities allow you to _wear many hats_ that involve you to work both independently and as part of cross-functional teams and committees throughout the company.

• Understand the responsibilities of the COO to successfully manage their calendar (schedule meetings, coordinate events, book appointments, make any necessary travel arrangements).
• Support meetings of the COO (send invites, agenda and any other materials, set up tech, record meeting minutes and action items, order catering as needed).
• Act as backup to other administrative staff (answer calls, coordinate deliveries, & greet office visitors and service workers that require access to the space).
• Support the preparation of written correspondence, reports and presentations using the MS Office Suite (compile & verify information, proofread for accuracy, and distribute finalized copy).
• Maintain a high degree of confidentiality while maintaining the calendar, professional correspondence, and time of the COO.
• Attend operations & special maintenance meetings, record and distribute meeting minutes.
• Organize and maintain files including files for special maintenance projects.

• Build relationships with commercial and residential site contacts to ensure successful coordination of operations deliverables.
• Provide documentation support to operations team (draft and distribute operations manuals, process guides, templates, and forms).
• Act as first POC for customer concerns that require escalation to the COO.
• Coordinate with team to plan operations events as needed.
• Support operational project work by documenting control procedures.
• Ensure appropriate storage of critical and confidential project documents in a secure manner.
• Implement and maintain operations procedures/systems.

• Order office supplies and restock kitchen.
• Schedule pick and drop off with couriers and other vendors as needed.
• Update employee contact lists and databases.
• Assist with new hire orientation and building access set up.
• Allocate and submit expenses to accounts payable.
• Photocopying, scanning, filing and any other office duties as assigned.

• Combination of education/experience in business administration, human resources or similar.
• Previous work experience in a similar role would be considered an asset.
• Interest in the real estate sector would be considered an asset.
• Demonstrated ability to handle multiple competing priorities and deadlines.
• Exceptional interpersonal skills (active listening, empathy, leadership).
• Excellent communication skills (written, verbal, presentation).
• Copy editing and proofreading skills to assist with drafting reports and other materials.
• Demonstrated ability to maintain trust and discretion when managing sensitive or confidential information.
• Superior customer service, timemanagement, and organizational skills.
• Advanced skills in MS Office Suite (Outlook, Word, Excel and PowerPoint).
• Experience with Microsoft Project and Yardi Voyager desirable but not required.
• Comfortable working with numbers and validating spreadsheet calculations.

• Competitive base salary and performancebased bonus
• Robust health benefits including health spending account
• Employee Assistance and Family Program (EAFP)
• Generous PTO (vacation days, personal days & religious holidays)
• Flexible, hybridwork environment
• Professional development opportunities
• Education Reimbursement Program
• Fitness Allowance Benefit
• Quarterly employee social events
• December holiday office closure
• Diversity and inc