About DelSuites

Career Opportunities

Executive Assistant
DELSUITES, a division of TRIDEL, is the largest and most highly recognized corporate housing provider in the Greater Toronto Area.  As a young and dynamic company, DelSuites manages extended stay furnished condominiums, as a hotel alternative in residential buildings across Toronto and the GTA for 30 nights or longer.  

We are looking to hire an Executive Assistant for a 14 month MAT leave (with the option of an additional 6 months) to ensure the efficient day-to-day operation of the office of the President for DelSuites & Del Condominium Rentals, and support the work of management and other staff

The duties and responsibilities include but are not limited to:

Main Duties

  1. Serves as a point of contact for the President.
  2. Supports overall office operations, administrative support and secretarial duties for the President
  3. Provide Executive support to the President including managing their calendars, booking travel, resolving scheduling conflicts, booking and organizing on-site and off-site meeting venues and ordering catering
  4. Answers telephone and e-mails, screens and forwards a response accordingly.
  5. Deals professionally with external stakeholders (e.g., strategic partners, agents, brokers, consultants, advisors, and customers).
  6. Responsible for handling all aspects of correspondence for the President’s office.
  7. Manages work in a confidential manner, ensuring information is shared with internal and external individuals in an appropriate manner; provides guidance to peers as necessary regarding proprietary information. Confidential information typically consists of company or personnel sensitive information.
  8. Maintains records of decisions
  9. Researches and assists with the preparation of motions, policies and procedures
  10. Prepares presentations, documents and reports on the computer
  11. Attends and prepare correspondence/ agendas/ packages for Board meetings
  12. Records and submits minutes for approval
  13. Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
  14. Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
  15. Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.
  16. Ensures operation of equipment by completing preventative maintenance requirements; following manufacturer's instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
  17. Performs market research and generates report
  18. Anticipates needs for information/material for meetings, speaking engagements, etc.
  19. Effectively initiates re-prioritization, changes direction in response to unpredictable situations
  20. To ensure that an efficient and accurate filing system, both manual as well as electronically is maintained at all times.
  21. To keep and to safeguard all contracts and financial documents.
  22. Assists with annual budget planning
  23. Handles expense reports and ensures they get processed with accounting on time
  24. Coordinates all steps of acquiring/ terminating properties: negotiates leases, collects paperwork, insurance, follow ups, etc.
  25. Manages all on and off boarding of employees
  26. Assists with special projects as assigned

General

  1. Report for duty.
  2. Represent the company in a professional manner
  3. Maintain a good rapport and working relationship with staff in the department colleagues and all other departments.
  4. Attend and contribute to all staff meetings & departmental trainings scheduled and other related activities.
  5. Fully support the Departmental Training Function in the Department assigned.
  6. Undertake any reasonable tasks and secondary duties as assigned by the management.
  7. Respond to any changes in duties as dictated by the management.
  8. Project at all times a positive and motivated attitude and exercise self control.
  9. Handle guest and employee inquiries in a courteous and efficient manner and report guest complaints or problems to supervisors if no immediate solution can be found and assure follow up with guests.
  10. Prioritize and communicate daily, weekly or monthly tasks
  11. Provide a courteous and professional service at all times.
  12. Ensure that the Place of Work and surrounding area is kept clean and organized at all times.

Qualifications

  1. Strong work tenure: minimum five years of experience supporting C-Level Executives
  2. Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
  3. Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors
  4. Expert level written and verbal communication skills
  5. Strong negotiation skills an asset
  6. Demonstrated proactive approaches to problem-solving with strong decision-making capability
  7. Emotional maturity
  8. Highly resourceful team-player, with the ability to work diligently with minimum supervision
  9. Proven ability to handle confidential information with discretion
  10. Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment
  11. Forward looking thinker, who actively seeks opportunities and proposes solutions
  12. A college or university degree/diploma required
  13. Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point)

If you are interested in this exciting opportunity, please send your Cover Letter and Resume to recruiting@DelSuites.com. We invite all qualified candidates to apply and interviews will be conducted on a rolling basis. We thank all those who apply, and only those selected for an interview will be contacted.