• Roles and Responsibilities
  • Oversee all incoming and outgoing communications for the executives, including emails, phone calls, reports and internal correspondence;
  • Process and maintain all correspondence and materials received by the executives;
  • Ensure the maintenance and filing of documents, both hard copies and digital copies;
  • Maintain and coordinate the executives calendar;
  • Prepare, maintain and prioritize tasks for the executives;
  • Assist with executive financial functions such as expense reports, submissions, and regular banking actions;
  • Work with the corporate administrator to maintain The Mondivan Group’s corporate structure and ensure all companies/trusts are in good standing, such as with annual reports, resolutions and certifications;
  • Track and review fees and relevant correspondences for direct-to-ownership companies and properties related matters;
  • Coordinate actionable tasks and communications between the owners and internal departments;
  • Maintain the company group brand across various mediums, primarily the website;
  • Oversee the administration department and office manager, such as with office organization, filing, procuring and organizing supplies as well as event planning;
  • Assist in ad hoc projects and tasks for the owners.
• Requirements
  • 2+ years in executive support and/or office management is required
  • Prior experience in the services industry is an asset
  • Prior experience with Slack, Zoom, Outlook, or Adobe Acrobat is an asset
  • Excellent organization and time management skills – comfortable managing multiple priorities in tight timeframes
  • High level of discretion and professionalism
  • Strong communication and interpersonal skills
  • Demonstrates ability to exercise sound judgment, apply critical thinking, and anticipate needs in a fast-moving environment
  • Proactive and solutions-oriented approach to problem-solving, with the ability to navigate ambiguity and make thoughtful decisions independently
  • Class 5 Drivers License is an asset, not required
  • Owning personal vehicle is an asset, not required