Minto Communities Inc.
Why join Minto?
We are an award winning, and fully integrated real estate company, offering new homes and condos, rentals, furnished suites, property and investment management. Since our humble beginnings in 1955, we’ve built over 85,000 new homes, manage 8,800 rental units, and carry 2.5 million square feet of commercial space. Our investment management portfolio spans $2.5 billion in assets. With over 1,100 employees in Canada and the southern USA, we proudly build better places for people to live, work and play, one home and one relationship at a time, collectively embracing our values – Accomplishment, Courage, Innovation, and Partnership - in all that we do.
As we continue to evolve and grow, we are faced with an ever changing environment where there is ample opportunity to try something new. We believe in hiring the best people who are as committed to creating incredible experiences for our customers as we are. We pride ourselves on flexibility – extending beyond a competitive total rewards package, to include a platform for career and professional development, a reward and recognition program, tuition and professional designation reimbursement, employee discounts on new homes and rentals, flexible summer hours, and so much more. Join us to find out how you can be a part of it all!
Reporting to the Vice President, Development, the Product Development Administrator is responsible for all administrative duties which support the Vice President and the team as a whole. This is a unique position in which there will be a blend of responsibilities in providing administration support and project management support. Technical experience and knowledge in contracts, assembling, archiving, circulating drawings and documents are highly desirable.
What you'll be responsible for day to day:
Supports senior executive with day to day administrative support;
Reviews and prioritizes all emails on behalf of senior executive (if required);
Organizes and coordinates schedules and logistics through calendars, meetings, emails, and telephone for senior executive and team;
Coordinates travel plans for senior executive and team if required;
Processes all expenses to ensure timely submission for payment;
Submits and tracks department timesheets;Submits team attendance reports for department payroll to process;
Team Project Support
Ensures documents are signed, i.e. cheques, contracts, legal documentation;
Maintains org charts, phone lists, distribution list;
Prepares correspondence including emails, and letters;
Prepares team reports, i.e. Balance Score Card reports, Annual ESG Report;
Prepares PowerPoint presentations for internal and external meetings as required;
Prepares and distributes internal and external correspondence including email and faxes;
Prepares and manages consultant contract, logs and manages consultant invoices;
Attends and takes minutes at the team or senior executive meetings (if required);
Develops, organizes, and manages electronic and hard copy file archives;
Manages inputs and maintains team knowledge libraries i.e. product matrix, materials, systems and innovation library, construction standards and details library ;
Organizes social events when required;
Provides customer service for staff and guests visiting the office;
Other duties within the scope, spirit and purpose of the job, as requested by management.
What you'll bring:
Education: High school is required. A University Degree or College Diploma is an asset (Office, Business Administration, or technical degree in Architecture, Engineering, or Project Management).
Experience: Minimum three (3+) years relevant office experience combined with experience supporting a senior executive.
Specialized Skills, Knowledge and Abilities:
Excellent organizational skills
Excellent listening oral and written communication skills
Professionalism (ability to exercise tact, good manners, discretion, confidentiality, maturity)
Adaptable and Flexible in the work environment
Multitasking and Problem Solving skills
Interpersonal skills and sense of humour
Computer skills (Microsoft Word, Excel, Outlook, PowerPoint)
Minto is an equal opportunity employer committed to fostering an inclusive and accessible environment. We are dedicated to building a workforce that reflects the diversity of the community in which we live, including those with disabilities. Should you require accommodation or support in any aspect of our recruitment and selection process, we will work with you to meet your needs.