Executive Assistant

at  Fengate Asset Management

This is the opportunity to be the right-hand to the Real Estate Leadership Team. This role will be in office 3-4 days a week, with flexibility to work out of both Oakville and Toronto offices. The successful incumbent will elevate the level of support as a trusted advisor and confidante. They must have a genuine interest in understanding Fengate’s business as they will be key to its continued success and growth. They must have experience in a fast paced, dynamic environment where a high degree of professionalism, confidentiality and flexibility are required. The individual will be a pro-active performer that demonstrates excellent initiative and judgment.

• This individual must have strong interpersonal skills to be able to liaise with all internal and external stakeholders.
• The ability to deal with ambiguity and handle changing and competing priorities is a must.
• The successful candidate will learn quickly and be able to demonstrate organizational awareness and business acumen.
• The role requires someone willing to work extended hours when required (not regularly) as well as someone willing to be on call as needed.

KEY QUALIFICATIONS

• Completion of secondary education with 5+ years’ administrative experience. Previous experience supporting multiple team members is an asset.
• Excellent interpersonal 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, split time between Fengate’s Oakville and Toronto offices as required.
• Keen sense for detail, 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 skills in managing calendars in MS Outlook as well as experience in office workflow
• Strong experience with PowerPoint, Word and Excel is an asset
• Ability to accommodate change, prioritize tasks independently and step up as different opportunities to assist arise.

KEY RESPONSIBILITIES

• Strategically manage and plan the real estate executive team’s business schedule, expenses, travel, meetings, guests, calendaring, emails, phone calls, etc., to facilitate the most efficient use of time.
• Planning, coordination and booking for lunch meetings, dinner meetings and work related events (internal and external)
• Ability to capture the core takeaways and key messages when preparing meeting minutes and action items, with appropriate follow up on updates as required.
• Support the daily functioning of the Real Estate team and liaise effectively with 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.
• 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 Fengate Executive Assistant team on shared initiatives
• Provide back-up assistance to fellow Executive Assistants when needed.
• Maintain all records and files in an organized and efficient way.
• Proactively manage the calendars, schedules, meetings of the Real Estate Executive team and raise observations and suggestions in advance of issues, conflicts or questions.
• Provide assistance for ad-hoc business requests as needed.
• Present professionally at all times and act as a brand ambassador of Fengate – individual will be an extension of the Real Estate Executive team.

This is the opportunity to be the right-hand to the Real Estate Leadership Team. This role will be in office 3-4 days a week, with flexibility to work out of both Oakville and Toronto offices. The successful incumbent will elevate the level of support as a trusted advisor and confidante. They must have a genuine interest in understanding Fengate’s business as they will be key to its continued success and growth. They must have experience in a fast paced, dynamic environment where a high degree of professionalism, confidentiality and flexibility are required. The individual will be a pro-active performer that demonstrates excellent initiative and judgment.

• This individual must have strong interpersonal skills to be able to liaise with all internal and external stakeholders.
• The ability to deal with ambiguity and handle changing and competing priorities is a must.
• The successful candidate will learn quickly and be able to demonstrate organizational awareness and business acumen.
• The role requires someone willing to work extended hours when required (not regularly) as well as someone willing to be on call as needed