Executive Assistant

City: Markham, ON, Canada
Title: Executive Assistant
Employment Type: Permanent

Staffmax is currently assisting our client in an immediate need for a Executive Assistant to the Principle Broker and Ops Manager.

About the company: Commercial Brokerage with a team of former bankers, lenders and underwriters

Your background preferably from Financial institution or commercial mortgage lending industry

Must be able to start immediately

Wage, benefits and perks:

  • $60-65,000
  • 40 hour week
  • 8:30-5pm M-F
  • Fully Paid Benefits after 3 months
  • Onsite gym and parking


  • Assist the Principle Broker and Ops Manager in carrying out his/her duties, assuming administrative responsibility in all areas relating to the office
  • With your financial background you will be auditing all closing files
  • Preparing manuals and procedures in each province in Canada according to brokerage licensing requirements
  • Reconciling trust accounts on a monthly basis
  • Deposit and logging of all cheques
  • Assure adequate communication and data management for the office
  • Respond to inquiries when Principle Broker and Ops Manager are not available, checking phone voicemail several times per day as needed
  • Assist in special event planning, setting up catering, PowerPoint Presentation formatting and ensuring it has all the correct information
  • Set up Zoom invitations and calls, ensuring calendars are updated
  • Organize and set write presentations as needed
  • Assist the Principle Broker and Ops Manager with administrative support
  • Maintain and monitor calendars of sales and executives
  • Data entry business development leads into CRM
  • Provide assistance monitoring and responding to Emails, couriers, mail and websites
  • Help coordinate and plan, as well as participate in staff meetings and staff team building sessions
  • Be able to represent the vision of organization to staff
  • Motivate others in fulfilling the mandate of organization


As Executive Assistant to the Principle Broker and Ops Manager the organization expects the following:

  • University Degree
  • Experience working for a small-medium size office (possibility to wear many hats to get the job done)
  • Strong research skills (calling governmental departments to ask questions)
  • Strong oral, written and interpersonal communication skills
  • Initiative and creativity in providing organizational and administrative assistance
  • Attention to detail
  • Strong time management skills
  • Self motivation and ability to manage time and work unsupervised
  • Proficiency in MS Office and ability to learn and use new technology – experience with or ability to learn database management and software essential
  • Microsoft Excel and Outlook essential

We thank all applicants for their interest in this opportunity, however only qualified applicants will be contacted for an interview

Job Types: Full-time, Permanent

Salary: $60,000.00-$65,000.00 per year

Staffmax Staffing & Recruiting