Executive Assistant

Executive Assistant

Location: 180 Kent Street, Ottawa, Ontario

At Minto, our mission to build thriving communities starts with our first community - our employees. We are proud to have been named one of Canada’s Best Managed Companies, a testament to our 70-year legacy and dedication to providing an exceptional employee experience.

We are seeking an exceptional Executive Assistant who excels in a dynamic setting, possesses meticulous attention to detail, and understands the value of proactive support in driving a leader’s success.

If you have a talent for organization, a solutions-oriented approach, and a passion for helping leaders perform at their best, this position is perfect for you!

Why you should join us:

• Competitive salary
• Annual bonus + benefits effective 1st day + RRSP matching plan + 3 weeks’ vacation
• Tuition reimbursement plans and professional development courses
• Employee recognition platform – Be rewarded by your colleagues for your contributions!
• Opportunity to work closely with the executive leadership team
• Exciting career growth opportunities
• Positive and collaborative work environment
• Flexible summer hours

Your role on our team:

Reporting to our Minto Group Chief Executive Officer (CEO) and Minto Apartment REIT CEO, the Executive Assistant will provide a high-level of administrative support, ensuring smooth operations of both offices.

In this role, you will be responsible for:

Strategic Calendar Management

• Oversee and maintain calendars, ensuring seamless scheduling of meetings, events, appointments, and travel arrangements.
• Ensure the CEOs’ appointments and meetings run smoothly.
• Coordinate travel plans for senior executives and direct reports as needed.

Communication Management

• Monitor and prioritize all emails, both incoming and outgoing, on behalf of CEOs.
• Serve as a liaison by screening phone calls, handling inquiries, and routing messages appropriately.
• Prepare and edit correspondence, communications, presentations, and other documents.
• Coordinate and facilitate meetings, including preparing agendas, taking minutes, and following up on action items.
• Liaise with internal and external stakeholders on behalf of the CEOs.

Administration Support

• Assist in preparing board meetings and other executive-level meetings.
• Attend meetings and take minutes as required.
• Maintain and organize electronic and hard copy files.

Project Management

• Oversee special projects assigned by the CEOs.
• Conduct research, compile data, and prepare reports for the CEOs’ consideration and presentation.
• Assist with preparation, on-going management of annual budgets, including processing of POs/invoices.
• Oversee execution of specific corporate initiatives (E.g. Event season package, holiday gifts, retiree holiday program, sponsorships, etc.).

Operational Efficiency

• Process all expenses to ensure timely submission for payment.
• Ensure documents, such as cheques and contracts, are signed.
• Submit and track department timesheets.
• Maintain organizational charts, phone lists, and distribution lists.
• Submit attendance reports for department payroll processing.

Reporting

• Manages Administrative Assistant to the Ottawa Executive Assistant team.

Confidentiality & Discretion

• Manage sensitive information with the highest level of professionalism and discretion.

We would like you to have:

Education and Experience

• Bachelor's degree in Business Administration, Communications, or a related field.
• Minimum of 10 years’ experience as an Executive Assistant with experience supporting a senior executive.

Expertise

• Extensive experience working with executives, including exposure to Board administration (meeting logistics, etc.).
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent interpersonal, written and verbal communication skills.
• Experience with calendar management and scheduling software.
• Familiarity with project management tools and software.
• Ability to conduct research and analyze data.
• Experience in preparing presentations and reports.
• Knowledge of office management systems and procedures.

Attributes

• Anticipates issues and demands to ensure smooth operations.
• Assertive and efficient with tact, grace, and diplomacy.
• Exceptional time-management and multi-tasking abilities.
• Flexibility and adaptability to changing priorities.
• Ability to manage high-profile and demanding stakeholders.
• Mature, self-aware, and quick to learn.
• Polished, sophisticated, and comfortable in a prestigious professional environment.
• Strong business sense and commitment to excellence.
• Think creatively under pressure while maintaining a service-oriented approach.
• Willingness to travel (~8-10 trips per year, mostly overnight to Toronto) and flexible with work hours (not always 9-to-5).

Our future is better together. Apply now and join us!

Minto is an equal opportunity employer committed to fostering an inclusive and accessible environment. We are dedicated to building a workforce that reflects the diversity of the community in which we live, including those with disabilities. Should you require accommodation or support in any aspect of our recruitment and selection process, we will work with you to meet your needs.

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