Administrative Specialist

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 dynamic 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)