Executive Assistant

Founded in 1991, the Mircom Group of Companies is North America's largest independent designer, manufacturer and distributor of intelligent building and life safety solutions. Reaching customers in over 100 countries worldwide, our portfolio includes: fire detection & alarm, communications & security, mass notification, nurse call, and building automation & smart technologies.

Mircom's global network of dedicated Sales and Service Offices, known as Mircom Engineered Systems, allows us to be a full solution provider. Through Mircom ES, we're able to provide and fully service our line-up of innovative and advanced solutions which are scalable to satisfy diverse user demands, from small & mid-size buildings to the world's most complex applications.

Summary:

We are a private, family-owned company with diverse interests in real estate, investments, and entrepreneurship. We are looking for a skilled, organized, and motivated individual to support our Founder and CEO. This role involves acting as a liaison between the senior executives, employees, suppliers, and contacts, with a focus on handling personal and business matters for the ownership group. A high level of confidentiality is essential.

Key Responsibilities:

Personal Business & Property Management:

• Manage and maintain documents, including a master lease file and lease timelines.
• Track lease calendar deadlines, rent changes, and communication with property management companies.
• Coordinate tenant relations, including rent collection, deposits, and handling tenant issues.
• Collaborate closely with Finance and Legal teams.
• Track and manage bills, payments, taxes, utilities, and maintenance fees.
• Complete various administrative and personal tasks as requested by Executives.

Corporate Responsibilities:

• Facilitate management meetings and record minutes.
• Oversee day-to-day Executive Office operations, including stocking and upkeep of the Executive kitchen, bathroom supplies, and office cleanliness.
• Manage ownership calendars, including scheduling travel, hotel arrangements
• Handle visiting executives and guests
• Manage corporate credit cards and healthcare tracking.
• Track corporate donations and budget allocations, works closely with Finance for payment releases.
• Coordinate with suppliers, insurance companies, accountants, lawyers, and bankers on required tasks.
• Interface with guests, clients, and international offices.

Event Planning and Committee Involvement:

• Support the organization of corporate events, including luncheons and meetings involving national and international guests, government representatives, and other notable figures.
• Participate in the Health & Safety and Social Committees.
• Organize and manage internal and external events, such as luncheons, coffee meetings, and corporate social gatherings.

Requirements and Skills:

• Minimum college diploma in Administration or related field.
• 5+ years of experience as a C-Level Executive Assistant.
• Advanced proficiency in Microsoft Office 360, including Teams, Excel, Word, and PowerPoint.
• Excellent organizational, calendar management, and multi-tasking skills.
• Experience in property management and familiarity with financial statements, legal documents, and leases.
• High attention to detail, confidentiality, and accuracy.
• Excellent written and verbal communication skills.
• Intermediate math skills, proactive problem-solving, and a “can-do” attitude.
• Interpersonal skills with a service-oriented approach and strong sense of hospitality.

What Mircom Offers:

• A great working environment with opportunities for advancement
• Competitive salary
• Group Insurance benefits
• Company RRSP program

We would like to thank all applicants for their interest in this position however only those selected for interviews will be contacted.

Mircom Group of Companies is an equal opportunity employer that considers all applicants regardless of cultural background, religion, marital status, sexual orientation, family status, disability or any other grounds as outlined in the Ontario Human Rights Code. In compliance with the Accessibility for Ontarians with Disabilities Act, Mircom is committed to providing a welcoming and inclusive work environment for all individuals with disabilities in a respectful and dignified manner. Accommodations will be made available, upon request, to applicants who have specialized needs throughout the recruitment process.

Disclaimer: Mircom does not accept resumes from employment placement agencies, head-hunters or recruitment suppliers that are not in a formal contractual arrangement with us. Our recruitment supplier arrangements are restricted to specific hiring needs and do not include this or other job postings. Any resume or other information received from a supplier not approved in advance by Mircom to provide resumes to this posting or web-site will be considered unsolicited.