Executive Assistant- 14 month contract

From our first lot in Cambridge, Ontario, to residential, commercial, and recreational developments in 18 cities across North America, we’ve come a long way. While a lot has changed in that time, one thing hasn’t: our unwavering commitment to building great spaces that inspire the people who live, work and play. With over 45 years of experience, we continue to transform and lead the industry with technology, sustainable design and innovation with a multi-faceted portfolio including commercial, mixed used and residential development, construction management and software, engineering penalization manufacturing, architecture and hospitality.

All companies under the Great Gulf Group umbrella are united by one simple goal: the pursuit of greatness. It’s achieved daily with the passion and dedication of every person who works tirelessly to make us great.  If you have what it takes to make great things happen, apply today to join our team!

Great Gulf is seeking a talented and experienced Executive Assistant to join our team in Toronto for a 14 month contract.

SUMMARY

 

The Executive Assistant is responsible for providing day-to day senior level administrative support to the Executive Team at our 351 King Street East office location.

 

KEY RESPONSIBILITIES

 

• Provide personal assistance and administrative clerical support to Executive team
• Manage executives’ calendars, schedule appointments, manage various reservations
• Coordinate travel arrangements
• Organize and submit expense reports
• Organize internal and external meetings, including preparing agendas, logistics, scheduling, arranging catering, record and distribute meeting minutes
• Draft, edit and proofread internal and external correspondence such as emails, faxes, memos and presentations

• Assist with preparation of RFP (Request for proposal) documents.
• Maintain confidential records and files, while maintaining highest level of confidentiality

• Create new files and maintain daily filing and record keeping
• Screen calls, maintain contacts and personal information database

• Respond to telephone calls in a timely manner during business hours (corporate landline and corporate mobile device) and at times may be required outside of working hours.

• Manage and distribute incoming mail, prepare and send outgoing mail including registered mail
• Receive, review, log and process payment of invoices
• Keep office supplies stocked, ordering supplies as required
• Conduct research or assisting with special projects
• Other duties as assigned by the Executives

 

 

COMMUNICATION/INFLUENCING OTHERS (Contacts)

Communicate executives, managers, employees, outside third parties and other professionals via telephone, written correspondence, emails, and verbal methods. Maintain confidential communication with team members and executives. 

 

CUSTOMER SERVICE

The successful candidate will be required to develop strong relationships with internal stakeholders/executives. As a representative of Great Gulf, this candidate will have an open, and inclusive mindset with a strong focus on customer service with all external customers.

 

EDUCATION AND EXPERIENCE (Education, Experience, Knowledge & Skills)

• Minimum 5 years of administrative experience reporting directly to senior management
• Experience supporting more than one executive at the same time
• Excellent knowledge of MS Office
• Exemplary planning and time management skills
• Up to date with advancements in office tools and applications
• Ability to multitask and prioritize daily workload
• High level verbal and written communications skills
• High level of discretion and confidentiality
• Exceptional interpersonal skills and professional demeanor
• Excellent verbal and written English communication skills
• Forward thinking, proactive, “can do” approach

 

SUPERVISION & BUDGET AUTHORITY

This role does not have supervisory or budgetary oversight.

 

PHYSICAL ENVIRONMENT

Working in the office with frequent communication via e-mail, phone, and video conference.

 

PHYSICAL REQUIREMENTS

Comfortably working in the office, sitting in front of laptop/computer throughout the workday

 

We encourage you to apply, even if you don’t meet all the qualifications. If you are the right candidate, we will help you learn and grow. 

Why join Great Gulf?

• Opportunity to work for a leading real estate development company
• Exciting projects and challenging opportunities to develop high-profile residential, commercial, and mixed-use developments.
• Competitive salary and benefits package
• Dynamic and collaborative work environment
• Commitment to sustainability and social responsibility