Overview
We are seeking a highly organized, proactive, and dependable Executive Assistant to support the President and CEO of a growing organization with projects in real estate development, investment, and development management. This full-time, in-person role requires exceptional administrative, organizational, communication, and problem-solving skills to ensure the executive office operates efficiently and professionally.
The ideal candidate will have experience supporting senior executives, managing multiple priorities, coordinating projects, and working in a fast-paced environment. Experience in real estate development, construction, property management, investment, or related industries is considered a strong asset.
Responsibilities
- Provide direct day-to-day administrative support to the President and CEO, including complex calendar management, scheduling, and email correspondence.
- Coordinate executive meetings, appointments, conferences, events, and domestic/international travel arrangements.
- Prepare agendas, briefing notes, reports, presentations, meeting minutes, and follow-up action items.
- Support the CEO in prioritizing and tracking key initiatives, deadlines, and strategic projects.
- Draft, edit, and proofread correspondence, reports, presentations, proposals, and other business documents with a high degree of accuracy and professionalism.
- Serve as a liaison between the CEO and internal teams, consultants, investors, government agencies, clients, and other stakeholders.
- Maintain strict confidentiality regarding company, financial, and personnel matters.
- Assist with project coordination, document management, and tracking deliverables across multiple projects.
- Manage office operations and administrative processes to ensure smooth day-to-day business activities.
- Coordinate and organize corporate records, contracts, permits, licenses, and other business documentation.
- Assist with special projects, research assignments, and executive initiatives as required.
- Manage front-office responsibilities when necessary, ensuring a professional and welcoming experience for visitors and clients.
- Support bookkeeping and administrative accounting functions, including expense tracking, invoice processing, reimbursement tracking, and document collection for accountants and auditors.
- Follow up with consultants, lawyers, accountants, contractors, municipalities, and other third parties to ensure timely completion of deliverables.
Requirements
- Post-secondary education in Business Administration, Office Administration, Communications, or a related field is preferred.
- Minimum 3–5 years of experience as an Executive Assistant, Senior Administrative Assistant, Office Manager, or similar role.
- Experience supporting a CEO, President, Owner, or other C-level executive is required.
- Strong organizational skills with the ability to manage multiple priorities and deadlines simultaneously.
- Excellent written and verbal communication skills with strong attention to detail.
- Ability to work independently, exercise sound judgment, and maintain confidentiality.
- Professional demeanor with strong interpersonal and customer service skills.
- Proven experience coordinating projects, managing schedules, and following through on action items.
- Experience supervising office staff, coordinating teams, or managing project deliverables is strongly preferred.
- Background in real estate development, construction, property management, investment, or project-based industries is a strong asset.
- Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Proficiency with Google Workspace (Docs, Sheets, Slides, Drive, Calendar).
- Experience using DocuSign, Dropbox, Adobe Acrobat, and cloud-based business platforms.
- Experience with QuickBooks Online (QBO) or similar accounting software is considered an asset.
- Strong technology skills and ability to learn new software quickly.
- Experience utilizing AI-powered tools such as ChatGPT, Microsoft Copilot, Gemini, Claude, or similar platforms to improve productivity, research, document preparation, scheduling, reporting, and workflow management.
- Ability to leverage AI tools responsibly to improve efficiency, automate repetitive tasks, generate drafts, summarize information, and support executive decision-making.
What We Offer
- Opportunity to work directly with executive leadership on impactful real estate development and investment projects.
- Exposure to land development, construction, planning, financing, government relations, and business operations.
- Collaborative and entrepreneurial work environment.
- Professional growth and advancement opportunities as the organization continues to expand.
- Meaningful involvement in high-profile development projects throughout Ontario.
Job Type: Full-time
Pay: $55,000.00-$70,000.00 per year
Experience:
- managing or supervising office staff or project deliverables: 2 years (required)
- real estate, development, or related industries: 1 year (preferred)
- supporting a CEO, President, or other C-level executive: 2 years (required)
Language:
- Chinese (preferred)
- English (required)
Work Location: In person
