Fengate Asset Management Looking for Administrative Assistant at Oakville, Ontario, Canada Full Time

This is the opportunity to be the right-hand to the Real Estate Leadership Team. This role will be in office 4 days a week, with flexibility required to work out of both Oakville and Toronto offices. The successful incumbent will elevate the level of support as a trusted advisor and confidante. They must have a genuine interest in understanding Fengate’s business as they will be key to its continued success and growth. They must have experience in a fast paced, dynamic environment where a high degree of professionalism, confidentiality and flexibility are required. The individual will be a pro-active performer that demonstrates excellent initiative and judgment.

• This individual must have strong interpersonal skills to be able to liaise with all internal and external stakeholders.
• The ability to deal with ambiguity and handle changing and competing priorities is a must.
• The successful candidate will learn quickly and be able to demonstrate organizational awareness and business acumen.
• The role requires someone willing to work extended hours when required (not regularly) as well as someone willing to be on call as needed.

KEY RESPONSIBILITIES

• Strategically manage and plan the leadership team’s business schedule, travel, meetings, guests, calendaring, emails, phone calls, etc., to facilitate the most efficient use of time.
• Support the daily functioning of the Real Estate team and liaise effectively with leaders.
• Demonstrate solid judgment in acting as the gatekeeper around priorities.
• Assist in creation and proofing of presentations and e-mails, specifically with Microsoft Word and PowerPoint.
• Act as a brand ambassador of Fengate.
• Coordinate and manage special projects, team meetings or events with focused attention to detail.
• Effectively manage relationships with internal teams as well as key external relationships, notably investors and partners.
• Work effectively and collaboratively with the Executive Assistant team.
• Provide assistance for ad-hoc business requests as needed.
• Support the Executive Assistant, Real Estate and act as a backup while on vacation.
• Occasionally act as a coverage for the Front Desk Coordinator.
• Maintain all records and files in an organized and efficient way.

Requirements

KEY QUALIFICATIONS

• Completion of secondary education plus 1-3 years’ experience in an Administrative Assistant role
• Previous experience supporting multiple team members is an asset.
• Excellent interpersonal and communication skills, both verbal and written.
• Proven ability to multi-task and work effectively under pressure in a fast-paced environment.
• Willing to work flexible hours and be on call to meet challenging and changing deadlines.
• Ability to flex between locations, split time between Fengate’s Oakville and Toronto offices as required.
• Strong organizational skills with a proven ability to prioritize.
• Demonstrated business professionalism, respect for confidentiality and appropriate handling of sensitive information.
• Excellent attention to detail, especially in preparing documents and presentations.
• Advanced skills in managing calendars in MS Outlook as well as experience in office workflow and productivity tools including MS Office (Word, PowerPoint and Excel).

CORE COMPETENCIES

• Being Authentic: Inspiring trust and being courageous
• Focusing on Performance: Being accountable and driving results
• Understanding Stakeholders: Knowing the needs of those who rely on you
• Building Effective Relationships: Collaboration and communication

Fengate is an equal opportunity employer, we strive to attract and retain a diverse workforce and are committed to promoting diversity, equity, inclusion, and belonging in the workplace. It is a core priority at Fengate to create, operate with, and continuously grow and sustain an inclusive culture that respects and connects the diversity of our team, our clients, our partners, and the communities we work in. 

We are committed to providing accommodations for persons with disabilities. If you require accommodation, we will work with you to meet your needs.

We thank all applicants for their interest in this position; however only candidates selected for an interview will be contacted.