Executive Assistant

3 weeks ago

Toronto, Canada Teranet Full time

Who We Are

Teranet is the exclusive provider of Ontario’s online property search and registration. We developed, own, and operate the Ontario Electronic Land Registration System — one of the most advanced, secure, and sophisticated land registration systems in the world. In Manitoba, Teranet owns and operates The Property Registry, providing certification of titles to land, maintains land records, and offers reliable information of financial interests in personal property to the public. Through our global partnership with Foster Moore, Teranet has access to the leading commercial-off-the-shelf (COTS) registry technology and enjoys strong relationships with the international registry community. Teranet is owned by OMERS Infrastructure, a leading global infrastructure investment manager and the infrastructure arm of the Ontario Municipal Employee Retirement System.

To learn more about who we are visit our website:
Why Teranet

We may be a global innovator in electronic services and solutions who operate one of the most advanced and secure registration systems in the world, but we’re so much more than that

Our Extraordinary People.

Together, we are passionate, driven, resourceful, and authentic.

Growth Opportunities.

We not only encourage a culture of openly talking about our career aspirations but one where we truly invest in the continuous learning, development, and growth of our people.

Our Work Environment.

We believe in cultivating a work environment that makes our people feel comfortable, engaged, appreciated, and happy.

Company Culture & Core Values

Our company culture and core values are the core of our identity. They define who we are, how we engage with each other and our clients, and how we conduct business every day.

About the Role

The Executive Assistant provides administrative and executive support ensuring the efficiency and organizational effectiveness of the office and its function. It is an internally and externally facing role, ensuring quality service and professionalism at every customer interaction while maintaining confidentiality.

What will you be doing- Work with the executives to ensure their time and activities are coordinated in a manner that maximizes their effectiveness as business leaders.- Draft and prepare various correspondence on behalf of the executives (letters, memos, expense forms, internal and external communications, presentations, etc.) as required.- Work supportively with other Executive Assistants to (i) improve collaboration and comradery on the Teranet Executive team, and (ii) elevate the overall standard of capabilities and professionalism of the function within Teranet.- Understand the responsibilities and priorities of the executives and the business of the Company, and proactively coordinates the activities of the office of the executives of Teranet.- Manage the calendar of the executives to promote productivity including scheduling of all meetings, coordinating visits with internal/external contacts, booking appointments, making all travel arrangements, etc.- Observe, Analyze, and recommend changes to the functioning of the office of the executives to ensure overall effectiveness and efficiency for the rest of the organization.- Track and manage the receipt of responses to requests for information made by the executives.- Follow up and act as a liaison for the office of the executives with various individuals both internally and externally, at all levels of the organization.- Respond to, and resolve general and confidential inquiries, working closely with other internal departments, as well as external contacts.- Take requests or recognize a need and independently manage it through to successful a successful outcome even if it means ensuring and coordinating the contribution of others- Ensure executive's schedule is appropriately paced to facilitate enough time to prep for meetings and complete deliverables- Be responsible for the receipt, distribution, payment, and analysis of invoices and materials ordered for the department.- Coordinate and complete various special projects/assignments as required.
- Written Communication:_- Maintain and monitor project plans, project schedules, work hours, budgets, and expenditures.- Build executive-level presentations and decks using the Microsoft Suite of products and Teranet’s Contract Management system.- Organize, attend, and participate in stakeholder meetings.- Document and follow up on important actions and decisions from meetings.- Prepare necessary presentation materials for meetings.- Undertake project tasks as required.- Develop project strategies.- Ensure projects adhere to frameworks and all documentation is maintained appropriately for each project.- Ensure stakeholder views are managed towards the best solution.- Chair and facilitate meetings where appropriate and distribute minutes to all project team members.- Create a project management calendar for fulfilling each goal and objective

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