Executive Assistant, Real Estate

Altis Recruitment; Ottawa; On-site; CAD 60,000 - 80,000; Full time

Job summary

A prestigious Ottawa-based client is seeking an experienced Executive Assistant to support a Managing Director and their team. The role requires exceptional organizational skills and the ability to manage complex schedules and documents. Candidates must have experience in related fields and demonstrate professionalism and discretion. This in-office position offers an opportunity to thrive in a fast-paced environment and contribute to the team's success.

Qualifications

• Minimum education required: University Degree or College Diploma.
• Experience in a fast-paced, high-performing environment.
• Proven ability to manage complex calendars and schedules.

Responsibilities

• Manage calendars and schedules for senior leadership.
• Coordinate meetings and prepare briefing materials.
• Draft and format various documents ensuring clarity and professionalism.
• Support planning and execution of corporate events.

Skills

Administrative experience supporting at the senior level

Financial document handling

Proficient with Microsoft Office Suite

Exceptional verbal and written communication

High attention to detail

Interpersonal skills

Education

University Degree or College Diploma

Job description

Overview

Our prestigious Ottawa-based client is seeking a highly experienced Executive Assistant to provide dedicated support to a Managing Director and their dynamic team. This pivotal role is ideal for a seasoned administrative professional who excels in a fast-paced, high-performing environment. This is an in-office role which currently requires supporting a team 5 days/week onsite.

As the right hand to senior leadership, the successful candidate will be a trusted partner across all levels of the organization and will be known for their exceptional organizational and problem-solving abilities, unwavering professionalism, accountability, and keen eye for detail. They bring a calm presence and a proactive, positive, and solutions-oriented mindset, ensuring smooth daily operations and enabling leadership to stay focused on large-scale strategic priorities.

Responsibilities

• Managing and leading complex calendars and schedules for senior leadership and team members
• Coordinating internal and external meetings, preparing briefing materials, and ensuring timely follow-ups
• Preparing high-quality information packages and presentations for investors and key stakeholders, ensuring clarity, accuracy, and alignment with strategic messaging
• Drafting, editing, and formatting a variety of documents, including correspondence, reports, legal agreements, and presentations, ensuring accuracy, clarity, and professionalism
• Managing internal communications and facilitating cross-functional alignment with key stakeholders to support organizational effectiveness
• Proactively anticipating business and operational needs, managing meeting logistics, booking and coordinating travel arrangements, and document preparation to ensure seamless execution
• Monitoring and following up on outstanding action items, deadlines, and bring-forward systems to ensure timely execution and accountability
• Overseeing and maintaining administrative systems such as contact databases, filing, invoicing, and record-keeping to ensure accuracy and efficiency
• Supporting the planning and seamless execution of corporate events and initiatives, including conducting research, managing logistics, and overseeing day-of operations
• Maintaining the highest level of discretion and confidentiality when managing sensitive information and executive correspondence

Qualifications & Experience

• Administrative experience supporting at the senior level required
• Experience working within a real estate, property management, legal or financial environment required
• Confident in handling financial documents, investor materials, and legal agreements
• Proficient with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and highly capable with communication and file management tools
• Exceptional verbal and written communication skills, complemented by strong formatting expertise; proven experience preparing polished, professional documentation for executive-level audiences
• Recognized for integrity, professionalism, and discretion; consistently entrusted with handling sensitive and confidential information
• Highly accountable with exceptional follow-through, prompt responsiveness, strong organizational skills, and meticulous attention to detail
• Demonstrates exceptional interpersonal skills and high EQ, fostering strong relationships across all organizational levels
• Thrives working in an on-site, team environment; collaborating and actively contributing to a positive team culture and playing a key role as a brand ambassador

Education and Certifications

Minimum education required: University Degree or College Diploma