Administrative Assistant

Job Type

Full time

Job Description

The Effort Trust Company is currently hiring an Administrative Assistant to join us at our Head Office location in Hamilton, Ontario.

The successful candidate for this opportunity will be responsible for creating a positive first impression via telephone and in-person.  They will take ownership of a wide variety of administrative functions, and ensure our workflow runs smoothly.  The responsibilities and qualifications for this dynamic role are as follows:

Core Responsibilities

General/Administrative Support:

  • Support three Directors of the Residential Property Management Department.
  • Act as a point of contact for Directors in their absence.
  • Effectively interact with clients (internal/external), business partners, and other parties.
  • Assisting with colleagues and managers with administrative tasks as needed.
  • Providing general support to the team and contributing to a smooth workflow.
  • Collaborate closely with colleagues to maintain a cohesive and responsive environment.
  • Provide back-up support for the Front Desk Administration Team during vacations and absences.

Communication Management:

  • Welcome and greet visitors with professionalism and warmth, creating a positive first impression.
  • Manage incoming telephone calls and in-person inquiries, adeptly determining the purpose of contact and responding accordingly.
  • Responding to emails, letters, and other communications.
  • Greeting visitors and providing information or assistance.
  • Offer/provide visitors refreshments as required.

Scheduling and Calendar Management:

  • Managing appointments, meetings, and conference calls.
  • Coordinating schedules for executives or team members.
  • Sending reminders for upcoming events or deadlines.

Meeting and Event Coordination:

  • Arranging meeting logistics, including room setup, catering, and technology.
  • Sending out invitations, managing RSVPs, and preparing materials.
  • Ensure boardroom, and meeting rooms are clean and tidy prior to and following each use.
  • Attending meetings, recording and distribution of minutes as needed.

Document Preparation and Management:

  • Drafting, formatting, and proofreading documents, reports, and presentations.
  • Organizing and maintaining physical and digital file records.
  • Creating and updating spreadsheets and databases.

Correspondence Handling:

  • Sorting and distributing incoming mail and packages.
  • Preparing outgoing mail and packages, including shipping arrangements.
  • Handling interoffice communications and distribution of memos or announcements.

Data Entry and Record Keeping:

  • Inputting data accurately into databases or systems.
  • Maintaining up-to-date records of contacts, inventory, or other relevant information.

Supply Management:

  • Monitoring and replenishing office supplies, kitchen supplies, and equipment.
  • Coordinating orders and purchases of office and kitchen materials.

Additional Duties- Relief for Front Desk Operations

  • Provide back up support for The Front Desk Administration Team during vacations and absences by greeting all visitor and responding to telephone and in-person inquiries from clients, business partners, and other parties to ascertain the nature of the business.
  • Administer and manage inbound/outbound mail, including priority post, packages, courier services, and other correspondence; accept and monitor inbound shipments, as necessary.
  • Take and record telephone, e-mail, or written message for staff members.
  • Follow the policy/guidelines on security protocol for the admission of guests beyond the reception area.
  • Operate mail room equipment.

Core Competencies:

  • Demonstrates outstanding judgement by conducting oneself discreetly when handling confidential information.
  • Customer focused.
  • Above average communication skills.
  • Ability to maintain composure in stressful situations.
  • Ability to work independently as well as in a team environment.
  • Above average problem-solving skills.
  • Strong sense of ownership and accountability in all that is assigned.
  • Highly dependable.
  • Ability to manage time effectively and prioritize conflicting deadlines.
  • Strong level of confidence and maturity in dealing with all levels of management.
  • Strong commitment to accuracy and attention to detail.

Skills & Qualifications:

  • Post‐Secondary Education with a combination of experience.
  • 1 to 3 years of experience in a similar role; Residential Property Management experience preferred.
  • Experience providing direct support to Senior Management.
  • Proficient keyboard skills with an emphasis on accuracy and speed.
  • Advanced level knowledge of Microsoft Office products, including Excel & Word.
  • Experience using a computer-based accounting package.
  • Experience scheduling and coordinating meetings, maintaining schedules and calendars, and booking rooms.
  • Ability to occasionally lift items as heavy as 50 lbs.

How to Apply

Please email your cover letter and resume to:

The Effort Trust Company welcomes and encourages applications from people with disabilities.

Accommodations are available on request for candidate taking part in all aspects of the selection process.

We welcome all applications, however, only those applicants selected for an interview will be contacted.