Assistant Jobs in Waterloo, ON (NOW HIRING)

We are seeking a highly organized, detail-oriented, and proactive Executive Assistant to provide dedicated support to the Founder/Owner.

This is a high-trust role for someone who thrives in a fast-paced environment and can effectively manage competing priorities, shifting deadlines, and confidential information. The successful candidate will help keep the Founder organized and focused by managing priorities, anticipating needs, coordinating information, and ensuring important details and follow-ups are not missed.

Exceptional attention to detail is critical to success in this role. The ideal candidate is resourceful, persistent, solutions-oriented, and able to adapt quickly as priorities change. Experience as a Law Clerk or Legal Assistant, particularly within real estate, is a strong asset given the nature of the Founder’s responsibilities and the company’s real estate development and management activities.

Key Responsibilities

Executive Support & Coordination

• Provide day-to-day support to the Founder, including calendar, meeting, travel, and priority management.
• Monitor communications, coordinate follow-ups, and ensure key requests and commitments are actioned.
• Serve as a professional point of contact between the Founder and internal and external stakeholders.
• Prepare meeting agendas, take notes and minutes, track action items, and coordinate follow-up.
• Prepare, proofread, format, and organize correspondence, reports, presentations, and other documents.
• Anticipate upcoming priorities and ensure the Founder has the information and materials required.
• Handle sensitive business, financial, legal, and personal information with discretion and confidentiality.

Real Estate & Legal Support

• Assist with the preparation, organization, and maintenance of real estate and corporate documentation.
• Support leases, agreements, contracts, notices, transaction documents, and other legal materials.
• Coordinate with external legal counsel, consultants, vendors, and professional advisors.
• Track key dates, deadlines, renewals, and contractual obligations.
• Maintain accurate and organized electronic and physical records.
• Assist with research and administrative activities related to real estate transactions and development projects.

Project & Administrative Support

• Track key projects, deliverables, deadlines, and outstanding items on behalf of the Founder.
• Follow up with internal and external stakeholders to ensure commitments are completed.
• Coordinate meetings, events, and other activities on behalf of the Founder.
• Support special projects and other priorities as required.
• Provide general administrative support to ensure the Founder’s day-to-day activities run efficiently.

Requirements

• 10+ years of experience in a senior administrative, executive assistant, legal assistant, or similar role.
• Law Clerk or Legal Assistant experience is strongly preferred, particularly within real estate.
• Exceptional attention to detail, accuracy, and organizational skills.
• Strong time-management skills and the ability to manage multiple priorities and deadlines.
• Highly proactive with strong follow-through and a willingness to take ownership from start to finish.
• Resourceful and persistent, with the ability to find solutions and move things forward when faced with challenges.
• Adaptable and comfortable shifting priorities in a fast-paced environment.
• Strong judgment and the ability to recognize when matters require immediate attention or escalation.
• Excellent written and verbal communication skills.
• Professional and confident when working with executives, legal counsel, consultants, vendors, and other external stakeholders.
• Strong Microsoft Office skills, particularly Outlook, Word, Excel, and PowerPoint.
• High level of discretion when handling confidential and sensitive information.
• Post-secondary education in Legal Administration, Law Clerk, Business Administration, or a related field is an asset.

Benefits

Benefits

• Dental care
• Extended health care
• Vision care
• Extensive EFAP program
• Virtual Urgent Care

Accommodations

Kingsley Management Inc. is committed to providing an accessible and supportive recruitment experience for persons with disabilities. If you require accommodations at any stage of the recruitment process, please notify us in advance at hr@kingsleyca.com

AI Usage

As part of our hiring process, we use AI-powered tools to assist in screening resumes. These technologies help us efficiently identify candidates whose qualifications align with the role, ensuring a fair and consistent evaluation process. By clicking "Apply," you acknowledge and consent to the use of AI in our recruitment workflow.

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