Join our growing team as an Executive Assistant where you will orchestrating seamless support for our President, and CEO. This dynamic position requires an individual who is highly organized, detail-oriented, and capable of managing a wide range of responsibilities. The successful candidate will thrive in a fast-paced environment, possess excellent communication skills, and maintain a professional and positive demeanor.
Logel Homes was created in 2000 to bring signature quality and value to townhome and condominium buyers. Logel Homes is proudly one of Canada's Best Managed Companies (Platinum Standard), the 8-time winner of Customer Insights Best Customer Experience and 2020,2021& 2022 Multi-Family Builder of The Year. With an exciting, vibrant, and stimulating workplace within the home building industry, the driven team, is the embodiment of “Excellence Comes Standard”.
Duties and responsibilities
Calendar and Meeting Management:
- Organize, prioritize, and manage the calendars of the President and CEO, scheduling and coordinating meetings, conferences and appointments while ensuring maximum efficiency.
- Prepare meeting agendas, materials, and record accurate minutes as required.
Email and Communication Management:
- Monitor, sort, and screen emails, identifying and flagging important messages for the President and the CEO.
- Prepare and distribute various data and information regularly, maintaining a high level of accuracy and confidentiality.
Corporate Strategy and Events:
- Plan and execute corporate strategy events twice a year, ensuring seamless logistics and coordination.
- Organize the annual Christmas party, including venue selection, catering, and entertainment.
Presentation and Proposal Creation:
- Develop and create presentations, proposals, and other materials as needed for executive meetings and corporate events.
Expense Management:
- Accurately complete and manage expense reports for the executive team, ensuring compliance with company policies.
Confidentiality and Sensitivity:
- Handle sensitive and confidential information with the utmost discretion and professionalism.
Personal Support:
- Provide personal support to the executive team as required, including handling errands, logistics, shopping, and miscellaneous tasks.
Communication Liaison:
- Act as a key point of contact between the executives and other departments, clients, and stakeholders.
- Screen incoming calls, respond to inquiries, and redirect as necessary.
Travel Arrangements:
- Plan and coordinate travel itineraries for the executives when needed.
- Ensure all travel logistics, accommodations, and schedules run smoothly.
Administrative Support:
- Handle other duties and special projects as requested by the executives.
Other
- Liaise with various internal groups (i.e. human resources, finance, construction, marketing)
- Assist in research and due diligence related to special projects.
- Occasionally run professional and personal errands (i.e. distributing gifts to industry contacts/friends)
Office Management Duties:
- Act as the primary liaison for all office-related matters, including maintenance, procurement of office supplies, and communication of fire drill notifications.
- Strategically plan and execute the office layout and seating arrangements to optimize team efficiency.
- Maintain meticulous control over the inventory of office supplies at Logel Homes head office.
- Execute procurement processes for non-stationary office equipment and furniture for both the head office and show suites.
- Oversee the acquisition of office stationery supplies, branded bottled water, branded coffee cups/lids, and name badges for sales centers and sales staff.
- Coordinate the seasonal update of planters at sales centers twice a year (summer/winter).
- Ensure the upkeep of a well-organized office environment, including storage rooms, coffee stations, and shared spaces.
- Facilitate the procurement of coffee supplies as needed.
- Manage the procurement of Logel Homes branded items for various departments, including warranty, construction, executive team, and onboarding.
- Arrange for the acquisition of key fobs and business cards (if required) for new staff members.
- Regularly update and distribute the staff phone list to [email protected] as needed.
- Address employee inquiries related to office management issues, such as stationery and hardware procurement.
- Coordinate the delivery and return of archived files in an organized manner.
- Take charge of organizing company staff events, which include the annual lawn bowling, bowling, and paintball activities.
- Oversee the procurement of artwork and frames for offices and shared areas and coordinate their installation.
- Provide administrative support to the customer service team by sourcing customer possession gifts.
- Collaborate with the volunteering committee to offer administrative assistance for their initiatives.
- Assist management staff as needed.
Other duties and ad hoc projects as assigned by the President and the CEO/Chairman.
Qualifications
Education
- Completed High School Diploma
- Post-Secondary education is considered an asset.
Experience
- 5 years' experience in a senior administrative role (ideally supporting more than one Executive)
Skills
- Bachelor's degree in business administration or related field preferred.
- Exceptional organizational skills and the ability to manage multiple tasks simultaneously.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Excellent communication and interpersonal skills.
- High level of discretion and the ability to handle sensitive information.
- Strong problem-solving and decision-making abilities.
- Adept at using calendar and scheduling software.
Abilities
- Ability to prioritize and problem-solve.
- Ability to handle a multitude of administrative tasks simultaneously.
- Ability to take initiative for and ownership of projects.
- Ability to follow up on tasks.
- Ability to work effectively in a multi-disciplinary team environment.
- Ability to build cross departmental relationships inside and outside the organization.
Other
- Must have valid Driver's License and own vehicle.
Our values and policies promote teamwork, innovation, long-term employment, and work-life balance. As a family oriented, community minded company Logel Homes offers comprehensive health and insurance benefits including flex days and flexible work schedules; Personal and Health spending Accounts; RRSP&TFSA matching; team building and reward activities; career growth and advancement.
At Logel Homes, we value and celebrate diversity in all its forms. We believe that a diverse and inclusive workforce brings together unique perspectives, experiences, and talents, making us stronger as an organization. We are committed to creating an environment where everyone feels welcomed, respected, and supported. We strive to build a diverse team that reflects the communities we serve and foster an inclusive culture that encourages collaboration, innovation, and growth.