Executive Assistant

Fitzrovia; Toronto; On-site; CAD 60,000 - 80,000; Full time

Job summary

Fitzrovia seeks a proactive Executive Assistant to support the legal department and senior leaders. This full-time on-site role involves managing executive calendars, coordinating meetings and events, drafting documents, and handling confidential information. The ideal candidate will have 3-5 years of experience, strong organizational and communication skills, and proficiency with Microsoft Office. Join a leading developer committed to innovative, purpose-built rental communities in the GTA, offering competitive salary and growth opportunities.

Benefits

Competitive salary

Benefits

Career development opportunities

Qualifications

• 3-5 years of experience as an Executive Assistant or Senior Administrative Assistant.
• Strong written and verbal communication skills, with clear, professional correspondence.
• Ability to thrive under pressure and manage tight deadlines.

Responsibilities

• Manage complex executive calendars and coordinate meetings.
• Prepare and reconcile monthly expense reports and invoices for assigned executives.
• Support the Corporate Operations team with company-wide social events.

Skills

Organizational skills

Time management

Communication skills

Interpersonal skills

Problem-solving

Education

College or university degree (or equivalent experience)

Tools

Microsoft Office Suite

ChatGPT

Adobe Acrobat

Canva

Job description

About the Role:

Fitzrovia is seeking an Executive Assistant (EA) to provide strategic support to the legal department, as well as 1-2 other senior leaders across our business. The EA will manage day-to-day administration, scheduling, and project coordination while bringing a proactive, friendly, and solution-oriented approach. This role does not require prior legal experience, but an interest in learning about legal processes will be considered an asset.

At Fitzrovia, we pride ourselves on being an entrepreneurial and innovative organization, which makes this role well suited for a candidate looking to roll up their sleeves, wear multiple hats and contribute to all aspects of real estate investment and development.

As we are a highly collaborative team, this role is on-site full-time, and the successful candidate will be required to work in the office Monday to Friday.

Responsibilities:

• Manage complex and dynamic executive calendars
• Coordinate internal and external meetings, ranging from small gatherings to large-scale events
• Partner with other EAs to lead site-level and corporate event planning and execution
• Prepare and reconcile monthly expense reports and corporate credit cards for assigned executives
• Prepare and reconcile department level invoices for accounting processing
• Assist department with some project coordination (varies by department)
• Draft, edit, and format documents, spreadsheets, presentations, and memos
• Scan, file, and print documents, presentations, and other meeting materials as needed
• Coordinate interview scheduling and assist with new hire onboarding for assigned departments
• Organize domestic and international travel, including detailed itineraries
• Contribute to Fitzrovia committees, offering organizational expertise and positivity
• Support the Corporate Operations team with company-wide social events
• Handle sensitive and confidential information with discretion
• Serve as the primary point of contact between executives and internal/external stakeholders
• Collaborate with other EAs and corporate teams to ensure seamless execution of projects and tasks
• Provide office management support as needed (e.g., vacation or sick coverage), including maintaining office and kitchen inventory, coordinating deliveries, and covering reception

Qualifications and Experiences:

• 3-5 years of experience as an Executive Assistant or Senior Administrative Assistant
• Experience supporting a legal department is not required but will be considered an asset
• College or university degree (or equivalent experience preferred)
• Proficiency in Microsoft Office Suite; familiarity with tools such as ChatGPT, Adobe Acrobat, and Canva an asset
• Exceptional organizational, time management, and prioritization skills
• Strong written and verbal communication, with the ability to draft clear, professional correspondence
• Positive, proactive, and highly responsive, with a strong sense of urgency
• Excellent interpersonal skills and proven ability to build strong relationships across teams and with external partners
• Demonstrated problem-solving skills and sound judgment in decision-making
• Ability to thrive under pressure and manage tight deadlines
• Professional demeanor, polished presence, and collaborative team spirit

Why Fitzrovia:

Fitzrovia is a vertically integrated developer and asset manager of purpose-built rental communities across the Greater Toronto and Montreal Areas. Fitzrovia provides best-in-class development, construction, property and asset management of luxury purpose-built rental apartments with a focus on design, active lifestyle management and exceptional customer service.

Fitzrovia partners with public institutions, pension funds and high net worth investors who have an investment bias towards long-term cash flow generating assets. The company is the largest developer of purpose-built rental apartments in the GTA with over $9.1 billion of assets under management.

We focus on our people and our culture, and offer a competitive salary, benefits, and career development opportunities. Fitzrovia’s commitment to hospitality is at the core of our DNA. To learn more about Fitzrovia, our people and our properties, visit www.fitzrovia.ca.

Fitzrovia is an equal opportunity employer and is committed to creating an inclusive environment for all our employees. If you require reasonable accommodation during the recruitment process, please reach us at [e-mail]