Executive Assistant Job at The Aruldason Group in Toronto

The Aruldason Group – Toronto, Canada (Yonge & Sheppard)

We are a growing, dynamic company based in the vibrant Yonge & Sheppard area, seeking an Executive Assistant to the CEO who will also serve as a Deal Secretary and legal assistant for our organization. This role offers the opportunity to contribute to an expanding team in real estate, law, financial services and real estate development. If you’re ambitious, eager to learn, and passionate about these industries, this is the ideal role for you.

Essential Responsibilities: 

- Act as an Executive Assistant to the CEO, managing schedules, coordinating meetings, providing logistical support and preparing confidential correspondence. 

- Serve as Deal Secretary for the brokerage, drafting agreements, organizing deal documentation, and liaising with real estate agents, brokerages, and lawyers.

- Assist lawyers in managing workflow and closing of transactions.

- Maintain and leverage CRM platforms like Salesforce (or equivalent) to track and manage client relationships and activities.   

- Provide administrative and project support, including research, client presentations, and database management. 

- Perform financial tasks such as invoicing, payroll, and banking, supporting the company’s operational needs. 

- Provide real estate client and operational support as needed, including delivering keys, dropping off cheques, completing banking tasks, and running errands to ensure smooth operations.

- Meet with prospective clients, assist with client acquisition, and participate in account reviews to support the company’s growth.  

- Assist with client in-take.

- Coordinate and contribute to marketing efforts, including developing materials, managing campaigns, and supporting outreach initiatives to enhance the company’s visibility and client engagement.

- Organize office operations, maintain supplies, and manage correspondence to ensure efficiency. 

- Step into other roles as needed, including acting as front-desk receptionist during staff leave. 

- Support the coordination of meetings, events, and client interactions, both in-office and at external locations. 

- Contribute to process improvements and uphold a high standard of professionalism in all interactions. 

Ideal Candidate: 

- Ambitious and passionate about real estate sales, law, financing and/or development with a strong desire to contribute to a growing company. 

- Previous experience as a Real Estate Administrative Assistant, legal assistant or Deals Secretary is an asset.

- Thrives in a fast-paced environment and demonstrates flexibility in taking on diverse responsibilities. 

- Experienced in administrative roles, preferably in a real estate brokerage, law firm, or related setting. 

- Previous experience with Salesforce or equivalent CRM is an asset. 

- A strong communicator with excellent English language skills, both written and verbal. 

- Holds a valid driver’s license and access to a car (mandatory). 

- Highly organized, detail-oriented, and proactive, with the ability to handle confidential information. 

Why Join Us? 

- Be part of a growing, dynamic team at the forefront of real estate, financing, and development. 

- Gain critical exposure to all aspects of the real estate industry.

- Work in a prime office location at Yonge & Sheppard, with opportunities to contribute meaningfully to the company’s success. 

Conduct Expectations: 

- Represent The Aruldason Group as an ambassador and role model. 

- Participate in office initiatives, learning programs, and team development activities. 

- Uphold company policies, ethics, and operating procedures, contributing to a culture of excellence.