November
19, 2021

Now Hiring: Executive Assistant

Position: Executive Assistant
Reports to: CEO and Managing Partner

We are looking for an Executive Assistant to work closely with our Executive Team

Forest Gate is a recently formed boutique real estate development and investment company founded by principals with some of the most accomplished and recognized community building experience in the industry.  Our affiliated company Treasure Hill Homes is also one of Ontario’s top performing development and homebuilding companies. 

We are actively looking for the best and brightest talent in the industry that will work closely alongside our CEO and CFO.

Forest Gate acts on a wide array of investment opportunities including asset repositionings, complex mixed-use development projects, value-add income properties, alternative mortgages and other.  Our group has a very unique investment and operational perspective which contributes to the unlimited potential to our organization. 

About the role

Reporting to the CEO/Managing Partner and team, the Executive Assistant is responsible for providing administrative support in planning and overseeing programs, meetings, communications in a fast-paced environment. This position’s purpose is to provide support through proactively completing administrative duties as required , including tracking action items and following up on them and working closely with the CEO/Managing Partner and team to accomplish a multitude of tasks/projects.

Additionally, the position requires the E.A. to have strong learning, critical thinking and adaptability competencies, in support of determining and augmenting specific needs and strengths. 

Qualifications & Experience

  • This position is responsible in assisting and providing administrative support by proactively working with the team to support key areas of work including project & program facilitation and assuming the preparation and associated duties in support of day to day business needs.  Responsible for providing administrative support in planning and overseeing projects, programs, meetings, communications.
  • Assisting the CEO/Managing Partner and team in executing the required overall preparations and consolidation activities for board & leadership meetings, conferences, special projects and off site visits. Work Closely with the team in assisting with various projects and making sure the flow of information is open between team members.
  • Preparing correspondence, reports and memos using Microsoft Word, Excel, Power Point and Outlook.
  • Ensuring that meetings begin on time with the appropriate preparation / relevant materials delivered sufficiently in advance.  Following up with the team after every meeting and recording action items, meeting minutes and following up in a timely manner. Organize and manage team projects and deliverables in a concise and reliable manner; including appropriate communication of tracking status and successes.
  • Assisting in coordinating the CEO/Managing Partner and teams site visits/conferences/meetings, including resource management.
  • Responsible for drafting and coordinating expense reports for the  team, as well as be central point for all invoices and arrange proper sign off.
  • Coordinate with the  team to ensure timely submission of all team deliverables for monthly, quarterly and yearly responsibilities.
  • Manage all incoming and outgoing correspondence in a confidential and professional manner
  • Responsible for calender management
  • Ordering supplies, maintaining office equipment, keeping the office tidy and organized
  • Coordinating and arranging repairs and maintenance of office facilities and equipment
  • Assist with Ad-Hoc duties as requested by the team.

Key Attributes:

  • +10 years or more of Administrative Support Experience.
  • Critical thinking, multitasking and analytical skills
  • Real Estate experience is strongly preferred
  • Dedicated and focused; able to prioritize and complete multiple tasks and follow through to achieve project goals. Able to grow positive relationships with colleagues at all organizational levels. Consummate professional dedicated to making the lives of busy executives easier
  • Strong communication, organizational and decision-making skills (decisive and capable of delivering quick solutions) and proficient in managing business correspondence
  • Adaptable, resourceful, proactive, detail oriented and flexible in a fast-paced, dynamic environment
  • Proactively drive for success and results; conveying a sense of urgency as appropriate.
  • Strong interpersonal skills that promote teamwork and the ability to grow positive relationships and communicate effectively with colleagues at all organizational levels
  • Responsive, understanding and supportive to concerns brought forward regarding discretion, confidentiality and sensitive issues related to the company, executive and staff
  • An independent and self-motivated professional with excellent research and writing skills; self-motivated, with a high degree of professional independence, initiative and self-discipline

Interested parties are encouraged to send their resumes to dtarantino@latara-recruitment.com