Executive Assistant
7 days ago
Vision Capital Corporation (“Vision”) is the Manager of the Vision Opportunity Funds (the “Funds”), alternative investment funds that focus on investments in publicly-traded securities in the real estate sector. Vision is registered as a Portfolio Manager, Investment Fund Manager and Exempt Market Dealer with the Ontario Securities Commission
Job Overview:
This full-time contract position is a maternity leave contract with an expected duration of 9-12 months. We are seeking an experienced Executive Assistant who will support the President and CEO of the firm.
Key Responsibilities:
Reporting to the Chief Operating Officer, the duties performed by the Executive Assistant will include:
- Daily management and prioritization of the President and CEO’s emails for action or follow-up
- Managing the personal affairs of the President and CEO
- Independently manage multiple calendars by scheduling meetings/appointments, anticipating needs, changes, and rearranging meetings as appropriate
- Add/update contacts from business cards, proactively review emails and add/update contacts from email transmissions
- Planning and coordination of cost-effective travel arrangements and itineraries, including managing travel credits and/or refunds
- Day-to-day administrative and secretarial duties, including daily retrieval and opening of mail, document copying, scanning, and filing, ensure ongoing smooth uninterrupted operations of Xerox machine
- Ensure telephones are answered, messages taken and conveyed accurately and inquiries are responded to promptly when required
- Develop and maintain an efficient filing system to ensure correspondence, reports, presentations and other documents and materials are current and readily available
- Managing office management needs, including ordering office supplies, maintaining inventory, including water, coffee, tea, and milk/cream, and managing new vendors
- Prepare and dispatch outgoing mail, coordinating with selected couriers to ensure packages are delivered within established timeframes
- Coordination with the building management regarding office premise requirements
- Preparing/processing expense reports, as required
- Ensuring the timely review and completeness of the travel checklist
- Ensuring the common office area is neat and organized
- Work collaboratively with other team members, leveraging appropriate firm resources to manage, own and minimize administrative tasks for the firm’s executives
- Represent the firm professionally and confidently, in both written and verbal communications, internally and externally
- Loading and unloading the dishwasher daily
- Swapping of backup disks daily
- Be ready and willing to work occasional late nights and/or weekends, as required
- Ad hoc projects as required
Skills and Qualifications:
- University degree or college diploma in Administration or Business
- Excellent knowledge of Microsoft Office (Word, Excel, PowerPoint, Outlook)
- Strong verbal and written communication skills required
- Accuracy and attention to detail
- Ability to work under pressure, with strong organizational skills
- Strong work ethic
- Proven self-starter who takes initiative and thrives in a fast-paced environment
- Team player. Eagerness to add value and learn
- Comprehensive benefits package, including healthcare and dental
- Collaborative, dynamic and inclusive company culture
Vision is an equal opportunity employer, committed to diversity and inclusion. We encourage all qualified candidates to apply.
To apply, please submit your resume and a cover letter outlining your relevant experience.
We thank all applicants for their interest in this position, but only those selected for an interview will be contacted.
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