Executive Assistance and Office Manager

General Summary: 

Reporting to the Corporate Financial Officer (CFO), this position is responsible for the day-to-day management of the Northern Vision Development (NVD) corporate office. This position serves as the receptionist at the NVD corporate office and is pivotal in providing professional customer service internally and externally to a diverse range of clients, tenants, suppliers, and organizations.

Principal Duties and Responsibilities

Administrative & General Support:

This position provides administrative support to the NVD corporate office team including, but not limited to:

  • Providing reception services at the NVD corporate office including seeing clients in, answering the telephone, and responding to emails;
  • Assisting senior management with administrative tasks as required;
  • Creating letters, documents, and reports; CEO, Property Management & HR;
  • Developing financial reporting and other spreadsheets;
  • Taking minutes at meetings;
  • Booking travel for CEO and NVD Board Members;
  • Working with Property Management to coordinate meetings, send out notices and other communication, preparing meeting packages and taking minutes for Condominium Corporation and other meetings;
  • Filing of all manner of office documents; including managing, developing and implementing filing standards as needed;
  • Organizing meetings, office events, and tracking board room bookings;
  • Ensuring that NVD logo and brand is used appropriately on all materials;
  • Dropping off bank deposits;
  • Mailing out cheques and other correspondence;
  • Working in collaboration with Finance to monitor and collect rent payments and accounts receivable;
  • Maintaining and managing all keys and fobs including sign-out/sign-in, reprogramming, cutting, and organization of storage and security;
  • Keeping and reconciling petty cash; 
  • Picking up mail daily, opening, and distributing;
  • Office housekeeping including general cleanup of kitchen, ensuring kitchen supplies are available, tidiness, and management/communications with the janitorial service; and  
  • Other duties as assigned.

Office Equipment & Supplies:

This position manages the day-to-day operation of the NVD corporate office including, but not limited to:
  • Ensuring office and kitchen supplies are always on hand;
  • Obtaining the best value when making purchasing decisions;
  • Maintaining an understanding of how office equipment works, trouble shooting and contacting service/support to ensure minimal down time;
  • Keeping supply and other storage areas tidy and organized, and
  • Other duties as assigned.