Executive Assistant

Top Job

Located in Mississauga, ON

Executive Assistant / Office Manager

Location: Mississauga, ON
Industry: Real Estate, Investments & Property Management
Job Type: Full-Time, Permanent (In-Office)
Schedule: Monday to Friday, 9:00 AM – 5:00 PM
Team Size: Small office environment (3-person team)
Compensation: Up to $100,000 per year

About the Opportunity

Our client, a privately held organization operating within the real estate, investment, and property management sector, is seeking a highly organized and proactive Executive Assistant / Office Manager. This is a key support role working closely with the Founder in a small, fast-paced office environment.

The successful candidate will act as a trusted administrative partner, supporting both business and personal functions, and ensuring smooth day-to-day operations across multiple areas including real estate management, financial administration, and executive coordination.

This role requires a high level of discretion, adaptability, and the ability to manage both routine and complex responsibilities with equal importance.

Key Responsibilities

Real Estate & Investment Support (Approx. 50%)

• Assist with commercial property management, including tenant relations, rent rolls, and lease administration
• Ensure tenant lease information is accurately maintained and parking allocations are updated
• Coordinate service arrangements for properties (e.g., maintenance, repairs, snow removal, and vendor services)
• Liaise with lawyers, suppliers, and external stakeholders regarding contracts and property documentation
• Prepare and distribute tenant correspondence and follow-ups
• Work with third-party investment managers to collect and organize monthly statements
• Maintain and organize investment and property documentation within Google Drive
• Ensure annual tax documentation includes all required real estate and investment information for accountant review
• Support ongoing property and investment-related administrative tasks as required

Administrative & Personal Support (Approx. 30%)

• Manage calendars, meetings, appointments, and reminders for the Founder
• Maintain structured digital filing systems and organized documentation
• Oversee personal and household bill payments and track related expenses
• Coordinate household services, appointments, and vendor relationships
• Support personal errands, supply ordering, and day-to-day household coordination
• Arrange maintenance services and obtain quotes for personal and property needs
• Occasionally coordinate lunches and light hospitality support within the office
• Provide general executive and administrative assistance as required

Accounting & Financial Administration (Approx. 20%)

• Process accounts payable and accounts receivable transactions
• Assist with rent roll administration and tenant financial records
• Maintain accurate financial documentation and support bookkeeping functions

Qualifications

• Minimum 10 years of experience in an Executive Assistant, Office Manager, or similar high-level administrative role
• Strong understanding of commercial leasing processes, including lease administration and tenant coordination
• Proficiency in Microsoft Excel, QuickBooks, Google Drive, and general office systems
• Excellent written and verbal communication skills with a professional phone manner
• Highly organized with exceptional attention to detail and follow-through
• Ability to manage multiple priorities in a fast-paced, small-office environment
• Resourceful, proactive, and capable of working independently with minimal supervision
• High level of discretion and ability to handle sensitive business and personal matters confidentially
• Calm under pressure with strong problem-solving skills and sound judgment

What We Offer

• Competitive salary up to $100,000 per year
• Stable, full-time permanent position in a small and close-knit office environment
• Direct exposure to executive-level operations and decision-making
• Opportunity to take ownership of a wide range of responsibilities across business and personal functions
• Long-term growth and stability within the organization

Interested?

Please submit your resume to yvette.manalac@expresspros.com for consideration.

We thank all applicants for their interest; however, only those selected for an interview will be contacted.

 

Apply Now