Executive Office Support Jobs

About Us:

We are a leading real estate development company based in Toronto and New York City.

Madison Group has evolved from a successful family business into a multi-faceted company that owns, develops, and manages landmark residential and commercial properties. Madison’s extensive portfolio includes mixed-use high-rise projects, low-rise master planned communities, office, retail, prestige industrial, rental, and retirement properties throughout Toronto and New York.

Madison’s expertise and passion are built on a foundation of more than 55 years and three generations of hard work and commitment to exceptional environments.

General Description:

The Executive Office Support person is responsible for performing a variety of administrative tasks and assisting the senior executive assistant.

Primary Responsibilities:

• Arrange business lunch/dinners
• Arrange business travels – book flights and accommodation
• Maintain/ manage executives’ calendars – arrange, schedule, coordinate in-person and virtual meetings (business and some personal, e.g., dental, etc.); rescheduling appointments; providing daily briefings
• Control flow of documents – delegation, review, approval, execution (invoices, cheques, legal documents
• Maintain and organize files – hard copies/digital
• Perform additional duties as assigned by executives
• Prepare and distribute meeting materials – agendas, meeting minutes
• Assist with other office administration as required, e.g., reception relief, fund-raising
• Assist with planning and organizing company events
• Oversee incoming and outgoing communications - phone calls, internal correspondence, emails
• Prepare and maintain expenses and credit card reconciliation
• Maintain a high degree of discretion and confidentiality

Required Skills and Qualifications:

• Proficient in computer skills, especially MS Office (Word, Excel, and PowerPoint)
• Must have valid driver’s license, own a vehicle and be willing to drive on occasion (bank runs, deliver secure / important documents for executives).
• Ability to work on multiple projects, prioritizing and meeting tight deadlines. Must be willing to be a team player and provide back-up to other functions such as reception.
• Strong attention to detail.
• Ability to work well with people from many different disciplines.
• Experience in a fast-paced office/administrative role is preferred.
• Exceptional written, oral communication, and interpersonal skills. Must be professional, discrete, courteous, and always providing prompt and accurate responses. A positive demeanor is essential.
• Organization skills.

We are committed to providing accommodations for people with disabilities. Accommodations are available upon request to ensure that we meet your needs.

We thank all candidates for your interest in the role and your application. Only candidates that fit all of the required skills and qualifications will be contacted directly.