Administrative Specialist (North York)

Our client is a prominent and respected organization within the real estate sector who is seeking a proactive and detail-oriented Administrative Assistant to support a agile and fast-paced team. This role is well-suited for someone who excels at multitasking, stays organized under pressure, and takes pride in ensuring day-to-day operations run efficiently. The successful candidate will play a key role in managing schedules, coordinating communications, preparing business documentation, and providing overall administrative support. Candidates with 1-2 years of experience in a clerical or administrative role, along with recent graduates who are eager to grow in a corporate setting, are encouraged to apply. Responsibilities: The specific duties and responsibilities for this position include but are not limited to the following: - Provide administrative support to the team – managing calls, messages, appointments, printing, documentation, etc. - Conduct daily calendar management (Outlook) and proactively adjust schedules based on priorities. Daily monitoring of Outlook inboxes and actioning items where applicable. - Arranging for meetings – securing boardrooms, ordering catering, conference call coordination, preparing meeting materials, and circulating calendar details. Attending meetings and taking meeting minutes when required. - Pulling files and plans for the department for the upcoming week’s meetings regularly. - Prepare marketing packages and other company materials - Document coordination and file maintenance, tracking transactions and critical dates - Event coordination for internal and external functions, including industry events and conferences, golf tournaments, staff functions, etc. - Ordering department supplies, business cards, envelopes, and letterhead. - Other clerical duties - assist with correspondence, letters, memos, monthly expense reports. - Work collaboratively with other team members and provide back-up support due to vacation, appointments or illness. - Other administrative duties as needed. Desired Qualifications & Skills: - University education preferred - 1-2 years of previous administrative and/or clerical experience preferred - Strong people skills, a team player with proven ability to build relationships at all levels of an organization - Excellent organizational skills with the ability to multi-task and prioritize work - Thrives in a fast-paced environment with shifting priorities - Ability to learn new roles and complete tasks with accuracy - A “can do” attitude and willingness to step in and help whenever needed - Self-starter who has experience working without constant supervision - Excellent oral and written communication skills - Proficient in MS Office Suite (Outlook, Word, Excel, PowerPoint) Apply on Kit Job: kitjob.ca/job/2o42m0