Executive Assistant

COMPANY PROFILE:

Join Neptune Properties, a Winnipeg-based family-owned commercial real estate acquisition and holding company rooted in our core values of Relationships, Pride, and Growth.

We're currently seeking a detail-oriented and motivated Executive Assistant to join our team on a temporary basis while our current Executive Assistant is on maternity leave (approximately 18 months) . This is a great opportunity to support key business functions, gain hands-on experience in commercial real estate operations, and play an important role in helping the executive team run smoothly every day.

As an Executive Assistant at Neptune Properties, you'll provide high-level administrative support to our leadership team and help drive operational efficiency across the organization. You'll be involved in administration, correspondence, accounting, project coordination, and special initiatives. all while reinforcing a positive and professional presence internally and externally.

JOB DESCRIPTION:

Reporting to the Director of Finance, the Executive Assistant will provide administrative, accounting, and clerical support to two Directors, one Senior Staff member, and the President at Neptune. This role requires strong organization, initiative, and the ability to work independently. The Executive Assistant handles a wide variety of tasks with pride, maintains consistent communication with the team, and actively looks for ways to keep the office running efficiently. They are dedicated to supporting senior leadership and helping the company achieve its strategic goals.

Key Responsibilities Include, but are not limited to:

Administration

• Create & maintain all internal filing systems and update electronic databases.
• Handle postage including opening and distributing incoming mail and arranging and dropping outgoing mail and coordinating couriers while maintaining appropriate logs.
• Maintaining the office, including managing, and organizing equipment, office supplies, and kitchen supplies. Coordinating service calls where required to maintain these items.

Financial

• Accurately prepare various monthly reports under direction from the Director of Finance
• Perform delegated transactions in accounting software including printing cheques, performing bank reconciliations, entering routine journal entries, entering bills and credit card charges.
• Prepare and make bank deposits (remote & physical).

Reception

• Provide a physical presence in the office at consistent and regular times.
• Welcome all guests and assist with their needs.
• Prepare office and/or boardroom for meetings including scheduling of room, communicating with attendees, ensuring IT functionality, ordering of food, and handling clean up following.
• Screen cold callers entering office and make appropriate judgments on handling.
• Maintain a Professional office environment.

Support

• Maintain and acquire technology for the group developing of an understanding of systems to assist staff with technology.
• Assist with booking of travel plans including booking of flights, rooms, conferences, appointments, and creation of travel itineraries as well as the administration of local sports and entertainment tickets.
• Assist with scheduling and appointments as directed including communication with outside parties.
• Keep up to date on company activities and serve as a liaison and source of information for staff.
• Run short-range errands on short notice to assist staff in performing their roles in a timely and efficient manner.

REQUIRED QUALIFICATIONS:

• Minimum of two years in an administrative support or clerical position in an office setting.
• A university or college education in business administration or a related field.
• Excellent organizational skills with the ability to prioritize and meet deadlines.
• Attention to detail.
• Strong communication skills with a customer service mindset and the ability to clarify objectives and seek feedback.
• A self-starter who can perform at a high level without direction.
• A high level of competence working with Microsoft Word and Excel.
• An understanding of basic accounting concepts.
• Prior experience with QuickBooks or related accounting software is an asset.
• The ability to quickly learn new technology.
• Prior experience in the commercial real estate industry is an asset.

WHAT WE OFFER:

• A local caring team with access to decision makers.
• Compensation of $50,000 to $55,000 based on skills, education, and experience.
• Benefits including extended health & dental, life insurance, AD&D, and disability.
• Standard Vacation Policy.
• Transportation benefits and cell phone credits.

Job Types: Full-time, Fixed term contract
Contract length: 18 months

Pay: $50,000.00-$55,000.00 per year

Benefits:

• Commuter benefits
• Dental care
• Disability insurance
• Employee assistance program
• Extended health care
• Life insurance
• Paid time off
• RRSP match
• Vision care

Ability to commute/relocate:

• Winnipeg, MB: reliably commute or plan to relocate before starting work (required)

Experience:

• QuickBooks: 1 year (required)
• Administrative: 2 years (required)
• Google Suite: 2 years (required)

Work Location: In person