Executive Assistant
Job Description:
We are looking for an exceptional Executive Assistant to support the President in a dynamic, fast-paced environment.
This is not a traditional administrative support role. We are looking for someone who is exceptionally resourceful, proactive, solutions-oriented and driven to get things done. The successful candidate will be someone who sees a problem and immediately starts figuring out how to solve it; anticipates what is needed before being asked; takes ownership from beginning to end; and is comfortable finding creative solutions when the obvious approach isn't working.
You will support the President across a broad range of executive, business and personal priorities-from complex calendar and meeting management to travel, family and household logistics, confidential projects and unexpected requests requiring immediate attention.
The right person is a doer and problem-solver. You don't simply identify an issue or wait for someone else to provide direction-you investigate, make calls, find alternatives, coordinate the right people and drive the matter through to resolution.
You will need exceptional judgment, discretion and organizational skills, but equally important is the ability to think outside the box, take initiative and make things happen.
Why Join Us?
This is an opportunity to become part of one of North America’s leading real estate organizations and work directly alongside its President in a highly visible and trusted position.
We are much more than a traditional real estate company. We are a forward-thinking, entrepreneurial and diversified organization with extensive operations and investments across real estate development, construction, property management, hospitality and other business ventures throughout Canada and the United States.
For the right person, this position offers exposure that goes far beyond traditional executive administration. You will work closely with the President and gain firsthand exposure to executive decision-making, major real estate projects, business initiatives, investments and the operation of a large and diversified organization.
You will be trusted with significant responsibility and have the opportunity to become an integral part of the President's office. If you are ambitious, exceptionally capable and energized by working close to where important decisions are made and things happen, this is an opportunity to build a rewarding long-term career within a successful and growing organization.
Perks & Benefits
- Competitive compensation and comprehensive benefits package
- Company-paid extended health care, dental care, vision care, life insurance and critical illness coverage
- Annual education allowance
- Generous referral program
- Fun and collaborative company culture with regular team-building events
- Local discounts at restaurants, clothing stores, personal training and more
- Complimentary access to a fully equipped gym
- Friends & Family rates across hospitality brands
What You Will Do
- Provide comprehensive executive and personal support to the President, taking ownership of priorities and ensuring matters are followed through to completion.
- Anticipate needs and identify potential issues before they become problems, proactively developing solutions.
- Manage a complex executive calendar, appointments, meetings and competing priorities, making appropriate adjustments as circumstances change.
- Handle unexpected, urgent or unusual requests with a “figure it out and get it done” mindset.
- Research options, make inquiries, coordinate resources and find creative alternatives when conventional solutions aren't working.
- Prioritize and manage multiple projects simultaneously while ensuring important details and commitments never fall through the cracks.
- Prepare and follow up on correspondence, telephone calls and email inquiries.
- Proactively follow up with internal and external stakeholders to obtain information, resolve outstanding matters and keep priorities moving forward.
- Review documents and reports, identify outstanding requirements and coordinate appropriate follow-up.
- Prepare meeting agendas, record minutes and actively track action items through to completion.
- Coordinate executive and personal travel, including flights, accommodations, transportation, itineraries and last-minute changes.
- Assist with family, household and personal logistics as required, handling each request with professionalism and discretion.
- Maintain absolute confidentiality when dealing with sensitive executive, personal and company information.
- Coordinate the signing and tracking of contracts, change orders and other important documentation.
- Maintain contract trackers, save executed documentation and ensure required information is provided to Accounting.
- Organize regular executive catch-up meetings and proactively identify documents, approvals, correspondence and outstanding matters requiring attention.
- Organize receipts and reconcile credit cards.
- Take ownership of special projects and assignments that may fall outside the boundaries of a traditional Executive Assistant position.
- Step in wherever needed, find the solution and deliver the required result.
What You Bring
- Minimum 3 years of experience supporting senior management or executives, ideally within a demanding, entrepreneurial or rapidly changing environment.
- A demonstrated ability to be exceptionally resourceful and solve difficult or unexpected problems independently.
- A naturally proactive mindset-you don't wait to be repeatedly asked, reminded or given step-by-step instructions.
- Exceptional initiative, accountability and ownership. When something becomes your responsibility, you see it through.
- Strong ability to think outside the box and identify alternative solutions when the obvious approach isn't available.
- A genuine go-getter mentality with the persistence and determination to make things happen.
- Strong judgment and the confidence to determine what can be handled independently and what requires executive involvement.
- Ability to anticipate requirements and remain several steps ahead.
- Exceptional organizational and time-management skills with the ability to manage multiple competing priorities.
- Calm, composed and effective under pressure, including when dealing with urgent requests and last-minute changes.
- Highly adaptable and comfortable in an environment where priorities can change quickly.
- Exceptional follow-through and a demonstrated commitment to completing assignments accurately and on time.
- Excellent written and verbal communication skills.
- Positive, professional, personable and confident when interacting with people at all levels.
- Strong knowledge of Microsoft Office, including Word, Excel, PowerPoint, Outlook and SharePoint.
- Experience within Real Estate, Construction, Property Management, Finance, Leasing or Marketing is a significant asset.
- Ability to travel as required.
- Valid driver's license and ability to use a personal vehicle as required.
The Person We're Looking For
When presented with a challenge, your first instinct is to find a solution.
You don't stop at “I couldn't get it done.” You come back with: “Here's what I've already tried, here are our options, and here's what I recommend we do next.”
You are naturally curious, persistent and resourceful. If you don't know the answer, you know how to find it. If the first approach doesn't work, you try another. You are comfortable operating with limited direction and have the judgment to move things forward independently.
You notice things that need attention before someone has to point them out. You follow up without being reminded. You close loops. You take responsibility for outcomes rather than simply completing individual tasks.
Most importantly, you are a doer. Whether the request involves an executive meeting, an important document, a travel disruption, a confidential business matter, a household issue or an unexpected last-minute challenge, your approach remains the same:
Understand what needs to happen. Take ownership. Find the solution. Get it done.
Salary Range:
$75,000 - $115,000
About The Company:
For over half a century, Onni has been building communities for people to live, work, and play. Our success reflects our commitment to our employees and partners, and our dedication to quality construction, innovation, sustainability, and customer satisfaction. Our expertise expands across North America, with offices in Vancouver, Toronto, Los Angeles, Seattle, Phoenix, and Chicago.
AI Use:
This role may involve the use of artificial intelligence (AI) tools to support research, analysis, content development, design, reporting, or operational efficiency. Employees are expected to use AI responsibly and in compliance with company policies, data privacy requirements, confidentiality obligations, and applicable laws.
All AI-generated or AI-assisted outputs must be reviewed for accuracy, quality, and appropriateness before use. Employees are also expected to disclose when AI tools have been used in the creation of work and must not present AI-generated content as solely their own original work.
How To Apply:
Please apply through the link on the job posting and attach your resume and any other required documents.
We thank all applicants for your interest in the Onni Group. Note that only those applicants under consideration will be contacted.