Administrative Support Specialist

Colliers; Toronto; Hybrid; CAD 74,000 - 90,000; Full time

Job summary

Colliers in Toronto seeks an Administrative Support Specialist to provide executive and operational support while driving priorities. The role focuses on calendar management, reporting, and cross‑functional collaboration within IAMDS.

The successful candidate will handle sensitive information with discretion and work across multiple business lines. The position is hybrid (4 days in office) from our Downtown Toronto office.

Qualifications

• 3+ years in executive support, operations, or project coordination in fast-paced environment.
• Experience in commercial real estate, investment management, or professional services is asset.
• Undergraduate degree preferred in business, finance, real estate, or related field.
• Experience supporting reporting, dashboards, or business operations is asset.
• Experience with AI-enabled tools to improve workflows is asset.
• Strong written and verbal communication, ability to represent leadership.

Responsibilities

• Provide proactive calendar management, meeting coordination and administrative support for designated leader(s), including scheduling, agenda preparation, materials, logistics and follow-up.
• Organize recurring leadership touchpoints and team meetings; track decisions, commitments and next steps
• Prepare and format correspondence, presentations, briefing materials, reports and other business documents with a high degree of accuracy and professionalism.
• Maintain well-organized information, shared resources and documentation so that materials are current and easy to access.
• Coordinate business projects from planning through completion, including workplans, milestones, dependencies, stakeholder inputs and status updates.
• Own action logs and follow-up processes; confirm progress and help teams close outstanding items.
• Identify gaps, inconsistencies and opportunities for improvement, then recommend practical solutions.
• Create repeatable tools, templates and processes that strengthen execution and reduce administrative friction.
• Maintain operational dashboards, trackers, and recurring reports that support visibility into key priorities, projects, and business activities.
• Prepare reports, presentations, summaries, and business materials to support leadership discussions and decision-making.
• Partner closely with functions to extract operational reporting, business metrics and data inputs required by Finance and other functional teams to support budgeting, forecasting and planning activities.
• Maintain confidentiality and sound judgment when handling sensitive business information and reporting.

Skills

Executive support

Stakeholder management

Analytical thinking

Communication

Time management

Education

Undergraduate degree in business/real estate/related field

Tools

Excel

PowerPoint

Reporting tools

AI-enabled tools

Job description

Why Colliers?

As one of Canada’s leading commercial real estate services firms, we are driven by our mission to accelerate success for our people, clients, and communities.

Accelerate your success at Colliers.

Why Colliers?

As one of Canada’s leading commercial real estate services firms, we are driven by our mission to accelerate success for our people, clients, and communities.

A career at Colliers gives you the opportunity to make an impact, advance your career, and collaborate with top-tier talent. Don’t just take our word for it – we’ve been recognized as a top employer on a number of prestigious lists, including Best Workplaces in Canada, Best Workplaces with Most Trusted Executive Teams, among others.

• this is a hybrid (4 days in office) role based out of our Downtown Toronto office**

About The Position

The Integrated Asset Management & Development Service’s (IAMDS) is a national real estate platform focused on investment management, strategic asset management and development execution, delivering value across the full platform lifecycle for clients, partners and investments.

The Administrative Support Specialist (internally known as Business Operations Specialist) provides high-quality executive, operational and administrative support while helping move business priorities and projects forward. This role manages day-to-day logistics, coordinates information and reporting, tracks commitments, coordinates scheduling, and supports consistent follow-through across the business line.

The successful candidate is practical, curious and growth oriented. They bring strong judgment, business acumen and attention to detail, and are equally willing to handle essential administrative work and step into analytical or project-based assignments. They anticipate needs, ask thoughtful questions, connect information across teams and follow commitments through to completion.

In this role, you will...

• Provide proactive calendar management, meeting coordination and administrative support for designated leader(s), including scheduling, agenda preparation, materials, logistics and follow-up.
• Organize recurring leadership touchpoints and team meetings; track decisions, commitments and next steps
• Prepare and format correspondence, presentations, briefing materials, reports and other business documents with a high degree of accuracy and professionalism.
• Maintain well-organized information, shared resources and documentation so that materials are current and easy to access.
• Coordinate business projects from planning through completion, including workplans, milestones, dependencies, stakeholder inputs and status updates.
• Own action logs and follow-up processes; confirm progress and help teams close outstanding items.
• Identify gaps, inconsistencies and opportunities for improvement, then recommend practical solutions.
• Create repeatable tools, templates and processes that strengthen execution and reduce administrative friction.
• Maintain operational dashboards, trackers, and recurring reports that support visibility into key priorities, projects, and business activities.
• Prepare reports, presentations, summaries, and business materials to support leadership discussions and decision-making.
• Partner closely with functions to extract operational reporting, business metrics and data inputs required by Finance and other functional teams to support budgeting, forecasting and planning activities.
• Maintain confidentiality and sound judgment when handling sensitive business information and reporting.

What You'll Bring

• 3+ years experience in an executive support, business operations, project coordination, consulting, or similarly fast-paced environment; commercial real estate, investment management, or professional services experience is considered an asset
• Undergraduate degree; a background in business, finance, real estate, or a related field is preferred.
• Demonstrated ability to operate credibly with senior executives and manage competing priorities under time pressure.
• Strong organizational, analytical, and problem‑solving skills, with proficiency in Excel, PowerPoint, and reporting tools. Experience supporting reporting, dashboards, or business operations is considered an asset.
• Experience using AI-enabled tools to improve workflows, productivity, or business processes is considered an asset.
• Exceptional written and verbal communication skills, with the judgment to represent the President and the platform in cross‑functional settings.
• Highly organized, self‑directed, and comfortable working across multiple business lines and stakeholders simultaneously.
• Discretion in handling confidential and sensitive business information.

Pursuant to local law, Colliers is disclosing the following information:

Area / Location Specific: Toronto, ON

Approximate Compensation for this Role: $74,285 to $90,000 per annum

Our compensation ranges are determined by role, level, and location. The range displayed reflects the minimum and maximum target for new hire compensation. Individual pay is determined by work location and additional factors, including job‑related skills, experience, and relevant education or training.

Colliers does not use AI-enabled tools to automatically screen, sort, or decline applications. All hiring decisions are made by our Talent Acquisition team.

What We Offer

Innovative projects:

Work on cutting‑edge initiatives that shape our communities, drive our growth, and make a tangible impact.

Career growth:

Advance your career and achieve your goals with industry‑leading training and development programs.

Competitive benefits & compensation:

Enjoy a comprehensive and flexible benefits package along with competitive compensation that rewards your contributions and supports your well‑being.

Collaborative culture:

Join our enterprising team where innovation thrives, collaboration is key, and our people are empowered to be their authentic selves and do their best work.

Diversity, Equity & Inclusion:

Our robust North American Diversity & Inclusion Program features eight Employee Resource Groups (ERGs), where you can connect, learn, and contribute to a diverse and supportive community. Learn more: https://www.collierscanada.com/en‑ca/careers/diversity‑and‑inclusion

Global network

Join a global team of 28,000 professionals across 70 countries, where you'll expand your network and learn from experts in a dynamic international community. Accelerate your career and enhance your expertise as you connect and collaborate with top talent around the world.

Applicants must be currently authorized to work in Canada on a full‑time basis. The employer will not sponsor applicants for work visas.

Colliers is an equal opportunity employer and values diversity in its workforce. Colliers encourages applications from all qualified individuals and will accommodate applicants' disability‑related needs, up to the point of undue hardship, throughout all stages of the recruitment and selection process. If you require a disability‑related accommodation to participate in the recruitment process, please contact the recruitment team by email at [e-mail].