Administrative Assistant, Real Estate

Role Overview

• Demonstrated discretion, judgment, and integrity handling confidential information.
• Strategically manage and plan the leadership team’s business schedule, travel, meetings, guests, calendaring, emails, phone calls, etc., to facilitate the most efficient use of time.
• Support the daily functioning of the Real Estate leadership team and liaise effectively with other senior leaders.
• Demonstrate solid judgment in acting as the gatekeeper around priorities.
• Assist in creation and proofing of presentations and e-mails, specifically with Microsoft Word and PowerPoint.
• Proven success supporting multiple leaders with distinct styles and priorities.
• Coordinate and manage special projects, team meetings or events with focused attention to detail.
• Effectively manage relationships with internal teams as well as key external relationships, notably investors and partners.
• Work effectively and collaboratively with the Executive Assistant team.
• Provide assistance for ad-hoc business requests as needed.
• Support the Executive Assistant, Real Estate and act as a backup while on vacation.
• Maintain all records and files in an organized and efficient way.

Requirements

• Completion of secondary education plus 2+ years’ experience in an Administrative Assistant role
• Previous experience supporting multiple team members is an asset.
• Excellent EQ skills and communication skills, both verbal and written.
• Proven ability to multi-task and work effectively under pressure in a fast-paced environment.
• Willing to work flexible hours and be on call to meet challenging and changing deadlines.
• Ability to flex between locations, majority of time will be in Fengate’s Toronto office, with Oakville presence as required.
• Strong organizational skills with a proven ability to prioritize.
• Demonstrated business professionalism, respect for confidentiality and appropriate handling of sensitive information.
• Excellent attention to detail, especially in preparing documents and presentations.
• Advanced proficiency with Microsoft 365 (Word, PowerPoint, Excel) and collaboration tools; comfort learning new AI-enabled workflows.