Administrative AssistantContract Position

Location: Vaughan, Ontario

Hybrid Work Arrangement

Annual Compensation: $80,000

Company DescriptionM5V Developments is an integrated real estate development company that designs, builds, markets, and sells communities across Ontario, with a focus on creating vibrant, accessible, and thoughtfully planned living spaces.

Originally established as a specialized real estate sales organization, M5V has evolved into a fully integrated group with expertise across Development, Construction, and Real Estate Sales. The company is active throughout Ontario, with a particular focus on secondary markets including Niagara, Simcoe County, and Muskoka.

M5V's diverse portfolio includes stacked townhomes, freehold homes, retirement residences, and waterfront communities. Our approach is guided by a commitment to community, innovation, quality, and long term value.

Role DescriptionM5V Developments is seeking an experienced, highly organized, and detail oriented Administrative Assistant to provide day to day administrative support to the Chief Visionary Officer and broader organization.

This is a contract position based in Vaughan, Ontario, with a hybrid work arrangement combining in office presence with work from home flexibility.

The Administrative Assistant plays an important role in supporting the efficient day to day administration of the business. Responsibilities include calendar and meeting coordination, document preparation, correspondence, records management, filing, data entry, and general office administration.

The successful candidate will be highly organized, professional, discreet, and capable of managing multiple administrative priorities in a fast paced real estate development environment.

ResponsibilitiesThe Administrative Assistant's responsibilities include:

- Providing day to day administrative and clerical support to the Chief Visionary Officer and other members of the organization as directed.
- Managing calendars, scheduling meetings, coordinating appointments, and assisting with meeting logistics.
- Coordinating internal and external meetings, including scheduling, meeting materials, agendas, and related administrative requirements.
- Preparing, formatting, proofreading, organizing, and distributing correspondence, reports, presentations, forms, and other company documents.
- Managing incoming calls, emails, correspondence, courier deliveries, and regular mail and directing inquiries to the appropriate team member.
- Greeting and assisting visitors in a professional and courteous manner.
- Maintaining organized electronic and physical filing systems.
- Maintaining confidential company, employee, consultant,



project, purchaser, and other business records in accordance with company procedures.
- Coordinating document circulation, signatures, filing, distribution, and record retention.
- Completing administrative forms, applications, and documentation as directed by the Chief Visionary Officer or appropriate member of the Executive Team.
- Maintaining and updating internal administrative records, databases, trackers, contact lists, project directories, and document logs.
- Performing data entry and ensuring company records remain complete, organized, and up to date.
- Assisting with the organization and maintenance of real estate development and project documentation.
- Supporting administrative correspondence and document coordination with consultants, municipalities, purchasers, property managers, trades, and other stakeholders as directed.
- Providing administrative support to the sales team, including maintaining purchaser agreements, amendments, notices, correspondence, purchaser files, and related documentation.
- Coordinating the execution and distribution of agreements, amendments, notices, and other documents once prepared or approved by the appropriate company representative or professional advisor.
- Tracking outstanding documents, signatures, submissions, responses, and administrative deadlines and providing reminders to appropriate team members.
- Assisting with the preparation and organization of internal reports and administrative materials.
- Taking and organizing meeting notes and documenting follow up items when requested.
- Maintaining office supplies and coordinating routine office administrative requirements.
- Arranging couriers, document deliveries, mail pick up, and other administrative errands as required.
- Supporting the coordination of internal meetings, company events, and other administrative activities.
- Communicating professionally and consistently with internal and external stakeholders.
- Promptly advising the Chief Visionary Officer of incomplete documentation, missed administrative deadlines, or matters requiring management attention.
- Maintaining confidentiality and exercising discretion when handling sensitive company, employee, project, and purchaser information.
- Performing all administrative responsibilities in a timely,



accurate, organized, and professional manner in accordance with established company policies and procedures.
- Providing additional administrative support reasonably related to the position as required.

Qualifications• Minimum three years of experience in an Administrative Assistant, Executive Assistant, Office Administrator, or comparable administrative position.
- Strong administrative and clerical skills, including document preparation, scheduling, data entry, filing, and records management.
- Experience providing executive level administrative support, including calendar management, meeting coordination, document preparation, and confidential correspondence.
- Advanced proficiency with Microsoft Office, including Word, Excel, PowerPoint, and Outlook.
- Familiarity with Google Workspace and other office productivity or document management platforms is considered an asset.
- Strong computer skills and the ability to learn company software, electronic filing platforms, and internal systems.
- Excellent written and verbal communication skills.
- Professional telephone and email etiquette.
- Exceptional organizational and time management skills.
- Strong attention to detail and accuracy.
- Ability to manage multiple administrative priorities and deadlines in a fast paced workplace.
- Demonstrated reliability, professionalism, discretion, and good judgement.
- Ability to maintain confidential and sensitive information.
- Ability to communicate professionally with purchasers, consultants, municipalities, property managers, trades, employees, and other stakeholders.
- Ability to work independently while following established procedures and direction.
- Ability to work effectively within a hybrid work environment.
- Collaborative approach and ability to work effectively with multiple departments and team members.
- Previous experience within real estate development, construction, real estate sales, property administration, or a professional services environment is considered an asset.
- Experience maintaining purchaser, project, construction, or development documentation is considered an asset.
- Post secondary education in business administration, office administration, or a related field is preferred. Equivalent relevant experience will also be considered.

ReportingThe Administrative Assistant reports directly to the Chief Visionary Officer and provides administrative support to other members of the organization as directed.

Compensation

- Annual compensation for this contract position is $80,000, subject to the terms and conditions of the applicable contract.

📌 Administrative Assistant (Toronto)
🏢 M5V Developments
📍 Toronto