Executive Assistant to Chief Operations Officer
2 weeks ago
POSITION: Executive Assistant to Chief Operating Officer
DEPARTMENT: Finance
REPORTS TO: Chief Operating Officer (COO)
SALARY: Commensurate with qualifications
APPLICATION DEADLINE: May 31, 2024
LOCATION: 100 Sheppard Ave, E., North York
COMPANY BACKGROUND
The Terracap Group of Companies is a private equity real estate group based in Toronto. Our diverse portfolio encompasses over 4 million square feet of real estate across North America. The portfolio includes multi-residential, mixed use, hospitality, retail, and office as well as future development lands. Terracap delivers notable value enhancement through strategic acquisitions / investments, professional property & asset management, development, construction management, leasing and related services. Terracap’s investors represent some of the top-tier business leaders and high net worth families in both Canada and the United States.
POSITION DESCRIPTION
The Executive Assistant is a dynamic and organized individual who serves a critical role in supporting the Chief Operating Officer and members of the Senior Leadership Team. They will assist with the administration and coordination of meetings, special projects, and overall flow of communication and information through the COO’s office. The successful candidate will be extremely organized, efficient, deadline-oriented, and able to multi-task in a fast-paced environment.
Responsibilities include but are not limited to:
- Maintain an accurate and detailed calendar for COO, manage and log incoming scheduling requests, re-schedule meetings upon request, proactively communicate changes, and anticipate and respond to scheduling conflicts
- Track COO’s tasks and projects to ensure appropriate prioritization of projects, maintaining an awareness of high-level schedules, deadlines, and key deliverables.
- Organize internal and external meetings for COO, including logistical and substantive preparation
- Conserves the COO's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; and initiating communications.
- Manage all travel scheduling and arrangements.
- Track and reconcile monthly credit card statements and complete and submit expense reports in a timely manner.
- Ensure consistent and efficient interaction with other administrative assistants across the organization; demonstrate poise and tact under pressure and handle matters with sound judgement and confidentiality.
- Provide special project leadership and support as needed.
- Assist with the coordination, design and preparation of presentations, meeting materials, and special projects.
- Conduct preliminary research on a variety of topics; draft materials as needed.
- Provide administrative support to other members of the Senior Leadership Team.
QUALIFICATIONS
- College or Bachelor's degree required.
- 8+ years of related experience required in working in an executive assistant role supporting C-Level executives in a fast-paced professional office.
- Substantial working experience in the legal and/or commercial real estate development industry.
- Computer savvy – excellent skills in the Microsoft Office suite of programs (Excel, Word, PowerPoint, Outlook and Teams). Exposure to Yardi Property Management software and Worldox document handling software is preferred. Ability to quickly pick-up additional software is a plus.
- Strong organizational and time management skills, with an ability to manage multiple demands, prioritize and complete tasks, be flexible and adaptable to change, and perform efficiently under tight deadlines. These skills mean that you are never intimidated by a heavy workload.
- Solutions-oriented with an ability to think on your feet, anticipate needs/problems, and demonstrate personal accountability, initiative, and follow-through.
- Exceptional written communication skills, including grammar and proof-reading ability.
- Meticulous attention to detail and accuracy.
- Enjoys interacting with people with the ability to be assertive, while maintaining a professional demeanour.
- Outstanding interpersonal skills and an ability to establish strong relationships with all levels of the organization as well as build relationships with outside resources.
- Remains positive and thrives in high pressure and stressful situations
- Solutions-oriented with an ability to think on your feet, anticipate needs/problems, and demonstrate personal accountability, initiative, and follow-through.
- Confidence, enthusiasm, and a can-do attitude – balanced by humility, good humour, and a willingness to learn.
- A motivated, resourceful, self-starter who can work independently and collaborate with team members with minimal direction.
- Trustworthiness, discretion, and sound judgment handling confidential and sensitive information
CONTACT US
If you are looking for an outstanding challenge and an opportunity to work with an exceptional Team, and you believe you fully meet or exceed the qualifications outlined above, then we want to hear from you.
Please provide a copy of your current resume as well as a covering letter explaining why you should be considered as a serious candidate for this position. Submissions must be received by May 31, 2024. We thank all applicants for their interest but only those selected for an interview will be contacted.
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