The Minto Group Hiring for Executive Assistant Job at Ottawa Full Time

Executive Assistant
Location: In office at 180 Kent Street, Ottawa Ontario
As per Minto policy, please note that this position is located at a Minto site where proof of full Covid-19 vaccination is mandatory.
Build your future at Minto!
Since 1995, we’ve been proudly building better places for people to live, work and play, one home and one relationship at a time. To us, it’s all about special moments — like the thrill of a new apartment, the pride in owning a first home, or a growing investment partnership. We recognize this continues with great employees, like you, and would love for you to join us on our mission. At Minto we welcome change, celebrate new ideas and provide you with the resources, professional training and diverse opportunities to grow your career.
Your offer will include:

• Competitive salary
• Annual bonus + benefits effective 1st day + pension & rrsp matching plan + 3 weeks’ vacation
• Tuition reimbursement plans and professional development courses
• Employee recognition platform – Be rewarded by your colleagues for your contributions!
• Flexible summer hours
• Many exciting career opportunities

The Executive Assistant is responsible for supporting a senior level executive and their team while ensuring the smooth and effective day to day operations of the department.
In this role, you will:

• Supports Senior Level Executives with day to day administrative support;
• Read/Monitor and prioritize all emails – incoming and sent on behalf of Senior Level Executive;
• Organizes and coordinates schedules and logistics through calendars, meetings, emails, and telephone;
• Coordinates travel plans for senior executives and direct reports (if required);
• Process all expenses to ensure timely submission for payment;
• Ensures documents are signed ie. cheques, contracts;
• Submits and tracks department timesheets;
• Maintains org charts, phone lists, distribution list;
• Prepares correspondence including emails and letters;
• Submits attendance reports for department payroll to process;
• Prepares and distributes internal and external correspondence including email and faxes;
• Attends and take minutes at meeting as required;
• Maintains and organizes electronic and hard copy files;
• Prepares all required documents for internal and external meetings as required;
• Organizes social events when required;

• Provides customer service for staff and guests visiting the office;

• Other duties within the scope, spirit and purpose of the job, as requested by management.

We would like you to have:
Education: High school is required. A University Degree or College Diploma is an asset (Office or Business Administration).
Experience: Minimum five to seven (5-7) years relevant office experience combined with experience supporting a Senior Executive.
Specialized Skills, Knowledge and Abilities:

• Computer skills (Microsoft Word, Excel, Outlook, PowerPoint)
• Excellent organizational skills
• Excellent listening oral and written communication skills
• Professionalism (ability to exercise tact, good manners, discretion, confidentiality, maturity)
• Team Player
• Adaptable and Flexible in the work environment
• Multitasking skills

• Problem Solving skills
• Good Judgment
• Interpersonal skills

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.
#TAS2

Job Type: Full-time