Executive Assistant - Legal, Real Estate & Investments

Position: Executive Assistant - Legal, Real Estate & InvestmentsLocation: Downtown Toronto, HybridSalary: Range starting at $95,000 and up depending on experience bonus and other incentives.Our client, a well-established real estate investment firm, is seeking an experienced Executive Legal Assistant to support senior leadership and manage legal documentation across a range of complex real estate transactions. This is a unique hybrid role combining executive administrative responsibilities with legal coordination and documentation.Key Responsibilities:Executive Support- Manage an active calendar, coordinate meetings, and arrange complex travel logistics for the Head of Investments- Track follow-ups and action items; maintain updated contact records- Prepare materials and facilitate weekly company-wide video calls- Submit expense reports and visa reconciliations in adherence to policy and budget guidelines- Assist with corporate events, vacation coverage, and the rollout of new processes and procedures- Plan and coordinate investment team events to support company culture- Provide administrative coverage for other executives and departments as needed- Offer occasional personal assistance to the Head of Investments and familyLegal Support- Oversee signature and compliance processes for investor and deal-related documentation- Coordinate with external legal counsel and regulatory bodies for entity maintenance, minute books, filings, and renewals across 180 entities- Maintain accurate records of Directors, Officers, and Shareholders- Track deadlines for transactions, filings, and renewals; manage related reminders- Organize and file closing binder documentation and ensure compliance with internal document retention policies- Collaborate with internal teams on document execution and secure file sharingQualifications:- 3-5 years of executive assistant of experience in legal, real estate, or private equity environments- Exposure to legal documentation is a strong asset; however, this aspect of the role is teachable for candidates with a strong administrative foundation and a willingness to learn- Undergraduate degree in a related field; paralegal diploma strongly preferred- Notary Public designation considered a strong asset- Proficient in Microsoft 365 (Excel, Outlook, Teams, Word), Adobe, DocuSign, and Concur- Experience with Microsoft Copilot or Adobe Photoshop is a plus- Exceptional attention to detail with strong organizational and analytical skills- Excellent communication skills and a collaborative, service-oriented mindset- Familiarity with corporate structure, compliance, and industry best practicesIf this sounds like you, please email your Word version resume to Angelica Stewart at angelica.stewart@quantum.ca.REFER AND EARN A $50 GIFT CARD! For more details, click here.OUR VIRTUAL DOORS ARE OPEN! We're also bringing the interviews to you by various web applications, virtually! Contact us today for your next opportunity.

Location: Toronto, Ontario, CA

Posted Date: 7/17/2025