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Added 12 mins ago
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Working Title: Executive Assistant 2 - Exec 2
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Dexian

Bilingual Administrative Assistant

Oakville, ON, Canada

Pay: $30 to $40 CAD / hour
Job type: Contract
Apply by: Oct 28, 2026
Posting language: English
Posted: Sep 28, 2026

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Applications open in a new tab.

Original job description

Administrative Assistant

Duration :12 months

Location : Oakville CAN L6H 0H6

2-3 days onsite in the office

Your responsibilities

Reporting to the Head of Real Estate, the candidate will be responsible to:

Provide effective and efficient administrative support for Real Estate team.
Share Energy - Internal Room and Desk Booking Tool - Coordinate Initial set up with Creation Team and provide administrative support to each site.
Maintain and update all real estate databases, portfolio tools, and legal documentation for the assigned properties for the Canadian portfolio.
scheduling and coordinating meetings.
Coordination of activities with internal and external facility management team
assistance to internal customers - including redirecting phone/email inquiries to appropriate personnel.
Assist in the development of reports/ presentations
Provide status reports, dashboards, and presentation materials for stakeholders, while maintaining the SharePoint site, document repository, and commitment tracking logs
Format/create/distribute Posters/emails as required using templates provided
Ability to coordinate/lead small projects.
Provide order processing support for creating vendor’s shopping carts/processing invoices
Support Vendor management & Onboarding
Travel Management / quality gate for expense report
Prepare monthly and ad hoc reports such as AM KPIs
Coordinate and facilitate status meetings, capacity reviews, and collaboration sessions.
Prepare meeting agendas, minutes, action logs, and follow-up communications, while tracking risks, assumptions, dependencies, and open actions affecting delivery commitments.
Escalate missing approvals, overdue actions or incomplete reporting to the accountable owner.
Ability to manage multiple priorities and deadlines in a fast-paced environment, with high attention to detail and strong discipline in documentation.

Dexian stands at the forefront of Talent + Technology solutions with a presence spanning more than 70 locations worldwide and a team exceeding 10,000 professionals. As one of the largest technology and professional staffing companies and one of the largest minority-owned staffing companies in the United States, Dexian combines over 30 years of industry expertise with cutting-edge technologies to deliver comprehensive global services and support.

Dexian connects the right talent and the right technology with the right organizations to deliver trajectory-changing results that help everyone achieve their ambitions and goals. To learn more, please visit https://dexian.com/.

Dexian is an Equal Opportunity Employer that recruits and hires qualified candidates without regard to race, religion, sex, sexual orientation, gender identity, age, national origin, ancestry, citizenship, disability, or veteran status.

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More about this job

Responsibilities

Provide administrative and operational support to the Real Estate team, including maintaining property databases and documentation, coordinating meetings and facilities activities, and supporting vendors, orders, invoices, and travel expenses. Prepare reports and stakeholder materials, maintain SharePoint and tracking logs, coordinate small projects, and follow up on actions, risks, and approvals.

Requirements

The role calls for strong administrative coordination, documentation discipline, attention to detail, and the ability to manage multiple priorities and deadlines in a fast-paced environment. It also requires coordinating meetings and projects, preparing reports and presentations, and supporting real estate, facility, vendor, and expense processes; no specific education or years of experience are stated.

Skills

Administrative Support
Real Estate Database Management
Meeting Coordination
Facility Management Coordination
Report and Presentation Preparation
SharePoint
Project Coordination
Order Processing
Invoice Processing
Vendor Management
Travel Management
Expense Report Review
Dashboard Preparation
Documentation
Stakeholder Communication
Multitasking

Visa sponsorship

Not detected in the job text

Keywords

Real Estate
Administrative Support
Canadian Portfolio
Real Estate Databases
Portfolio Tools
Legal Documentation
Room and Desk Booking
Facility Management
Meeting Coordination
SharePoint
Document Repository
Commitment Tracking
Status Reports
Dashboards
Presentation Materials
Project Coordination
Order Processing
Vendor Management
Vendor Onboarding
Invoice Processing
Travel Management
Expense Reports
Key Performance Indicators
Capacity Reviews
Risk Tracking
Action Logs

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