Executive Assistant

2 weeks ago

Toronto, Canada Cushman & Wakefield Full time

**Job Title**

Executive Assistant (1 year contract)
**Job Description Summary**

Responsible for providing support to executive or senior management or fee-earner(s) as needed in an efficient and effective manner. Executive Administrator will work with the Director of Operations, Managing Principal and Executive fee-earner(s) within the market to provide support and assist in strategic initiatives.

**Key responsibilities**:
Administration and Office Support
- Evaluate and document innovative service delivery options and share insights across markets
- Ensure that education, credentials and licensing of staff is current
- Ensure company policies are followed
- Coordinate training programs for salespersons and employees with appropriate responsible groups
- Assist and support the Office Manager and/or Director of Market Operations with the development of forecasts and operations plan as needed
- Compose draft correspondence for review by manager(s)
- Prepare, collect and maintain information for the preparation of confidential reports, proposals, and other materials
- Anticipate manager(s) and business needs and undertake necessary actions to produce effective results on time
- Maintain working files on behalf of the Brokerage Asset Class
- Develop and update administrative systems to make them more efficient
- Arrange and schedule meetings, including coordinating conference calls, video conferencing, room bookings, preparing meeting materials, arranging catering, etc.
- Other additional and/or alternative duties as assigned from time to time, including supporting other departments or Executives as needed.

Managing Principal / Director of Operations Support
- Act as a point of contact between MP/Director and internal or external parties
- Assist in planning and coordinating complex travel arrangements for executive(s)
- Collect expense reimbursement documents, such as receipts, and other information.
- Maintain and organize MP calendar, including scheduling meetings, appointments, speaking engagements, and travel (may include domestic and international) arrangements. Exercise discretion in committing time and evaluating needs.
- Schedule and organize complex calendar activities such as meetings, agendas, luncheon arrangements, travel plans and department activities; work around scheduling conflicts and takes on responsibility for keeping manager(s) on schedule
- Draft, review and send communications on behalf of the business
- Manage signature requests and database for MP execution

Track Opportunities, Listings, and Deal-Related Expenses
- Maintain and update CRM system per guidelines with new opportunities by working with fee-earners and Project Coordinators
- Check for any conflicts/duplicates in opportunity ownership and escalate to Director of Market Operations, as needed
- Maintain tracking of expenses related to deals, using Commissions Accounting and CRM Systems
- Track expense budgets for all deals and escalate to Director of Market Operations, as needed
- Update CRM upon closing of deals
- Work with Project Coordinator to collect necessary documentation and deliver to Commissions Accounting

Management of Social Media
- Support local market brand awareness and engagement by leveraging various social media platforms including YouTube, Twitter, LinkedIn, etc.
- Identifying and interpreting social media trends
- Sourcing timely content
- Liaising with local talent for thought leadership
- Promoting local thought leadership and achievements
- Manage frequency and timeliness of content

Event Management
- Support or manage local internal and external events as required. Activities include, but are not limited to:

- Creating event budget and gaining approval from Operations Manager and other relevant parties
- Contract Review and negotiation and adhering to event budget, including vendor negotiations and oversight
- Scouting locations for events
- Liaising with vendors as necessary
- Engaging graphic design for creative event materials
- Managing attendee and vendor lists
- Coordinating all activities associated with each event

**Reporting relationship**:
Role will report to the following:

- Direct report to Director of Operations with a dotted line to 2 Managing Directors

**Metrics**:
Role will be evaluated on the following:

- Positive attitude
- Professionalism
- Efficiency and dependability
- Organization
- Customer service and people skills
- Desk and phone coverage
- Turnaround time

**BACKGROUND AND EXPERIENCE**:
Demonstrated experience should include:

- High school diploma or GED
- 5-7+ years of experience
- Front desk and/or office experience
- Executive level professional support experience a plus

**Competencies**:

- Exposure to project and process management
- Proven ability in conflict resolution
- Exposure to executive communications
- Excellent written, oral, and presentation skills
- Excellent Microsoft Office Suite skills
- Ability to plan, organize and manage processes
- Knowled

  • Executive Assistant

    4 weeks ago

    Toronto, Canada Softchoice Full time

    As an Executive Assistant, you will provide support to select executive leaders here at Softchoice. The Executive Assistant will have primary responsibility supporting C-suite executives (i.e., CEO, CFO etc.) and will provide limited support to some of their direct reports to keep tight alignment on critical and sensitive matters. In addition, you will also...

  • Executive Assistant

    6 days ago

    Toronto, Canada Info-Tech Research Group Full time

    **Job Title**: Executive Assistant **Location**: Canada Remote **Position Purpose** The Executive Assistant will provide general support across the Executive Leadership team including the Chief Executive Officer. We are looking for a highly motivated and organized individual, able to demonstrate professionalism and service excellence. The Executive...

  • Executive Assistant

    2 weeks ago

    Toronto, Canada Artisan Corporation Full time

    Position: Executive Assistant We are seeking an experienced and highly organized individual to provide top-level assistance for high-level executives, while also managing business assistance, administrative functions, and management. The ideal candidate will excel in coordinating office activities, overseeing business management, and providing support in...

  • Executive Assistant

    3 days ago

    Toronto, Canada Meridian OneCap Credit Corporation Full time

    **_At Meridian _**_our aspiration is to integrate our purpose into everything we do for people, the planet, and communities. We believe that our greatest opportunity is to create opportunity and meet people where they are_**_. - ** **About This Opportunity** **Is this role right for you? In this role, you will**: We’re looking for an Executive Assistant...

  • Executive Assistant

    4 weeks ago

    Toronto, Canada York University Full time

    **Purpose**: Working within a fast-paced, changing environment, the Executive Assistant will provide efficient, professional, and confidential support to the Manager, Intramural Sports, Sports Clubs, Aquatics, and First Aid. Duties are broad and varied. Daily activities involve interaction with all students, faculty, staff, and high-level internal and...

  • Executive Assistant

    4 weeks ago

    Toronto, Canada Rein Capital Full time

    **About us** Rein Capital is looking for an Executive Assistant (EA) to join our Toronto Team. The EA will perform a variety of administrative tasks to support the Executive Team, ensuring timely and accurate execution of complex duties and sensitive information **Duties and Responsibilities**: - Be a coordinating point of contact between the Directors,...

  • Executive Assistant

    6 days ago

    Toronto, Canada Mosaic North America Full time

    : **Executive Assistant** The Toronto Association of Business Improvement Areas (TABIA) is seeking a full-time Executive Assistant to support our Executive Director with the day-to-day operations of the organization. You will manage mostly business-related tasks such as creating reports, calendar management, organizing travel and accommodation, taking...

  • Executive Assistant

    4 weeks ago

    Toronto, Canada Victoria University Full time

    Job Opportunity - Office of the President **Posting Date**: February 24, 2023 **Closing Date**: March 10, 2023 **Position Title**: Executive Assistant **Department**: Office of the President **Pay Scale Group**: C3 **Annualized Salary**: $61,545.07 - $82,561.17 **Type of Appointment**: Full-time Continuing **Normal Work Schedule**: Regular Office...

  • Executive Assistant

    2 days ago

    Toronto, Canada MT Talent Full time

    Overview: We are hiring on behalf of our esteemed client who is seeking a Rockstar Executive Assistant to partner with one of their top Executives. Job Description: As an Executive Assistant, you will play a crucial role in supporting executive functions and facilitating smooth operations within the company. This position requires flexibility, as...

  • Executive Assistant

    4 weeks ago

    Toronto, Canada Doctors Without Borders Canada Full time

    **WORKING WITH US** MSF Canada is a people-focused humanitarian organization that is proud to offer a diverse, collaborative, and inclusive work environment. We strongly believe this approach enhances our work and we're committed to equity in employment. The organization seeks to attract and engage the best professionals to join and maintain meaningful,...

  • Executive Assistant

    4 weeks ago

    Toronto, Canada 123Dentist Full time

    **123Dentist** is Canada's oldest and largest dentist-owned network of dental practices with more than 425 locations nationwide and more than 5,000 employees and growing. We provide Canadian dentists and dental practices with an array of non-clinical support and resources, including accounting, HR, marketing, as well as supply & equipment procurement. By...

  • Executive Assistant

    2 days ago

    Toronto, Canada Northbound Recruitment Full time

    Executive Assistant- Maternity Leave ContractExecutive Assistant- MATERNITY LEAVE COVERAGE- CONTRACT POSITIONAbout the Position As the Executive Assistant you will be responsible for supporting multiple Partners within our firm. This role entails providing administrative assistance to the Partner and their staff, and acting as the first point of contact with...

  • Executive Assistant

    2 days ago

    Toronto, Canada Northbound Recruitment Full time

    Executive Assistant- Maternity Leave Contract Executive Assistant- MATERNITY LEAVE COVERAGE- CONTRACT POSITION About the Position As the Executive Assistant you will be responsible for supporting multiple Partners within our firm. This role entails providing administrative assistance to the Partner and their staff, and acting as the first point of contact...

  • Executive Assistant

    2 days ago

    Toronto, Canada Northbound Recruitment Full time

    Executive Assistant- Maternity Leave Contract Executive Assistant- MATERNITY LEAVE COVERAGE- CONTRACT POSITION About the Position As the Executive Assistant you will be responsible for supporting multiple Partners within our firm. This role entails providing administrative assistance to the Partner and their staff, and acting as the first point of contact...

  • Executive Assistant

    2 days ago

    Toronto, Canada Northbound Recruitment Full time

    Executive Assistant- Maternity Leave Contract Executive Assistant- MATERNITY LEAVE COVERAGE- CONTRACT POSITION About the Position As the Executive Assistant you will be responsible for supporting multiple Partners within our firm. This role entails providing administrative assistance to the Partner and their staff, and acting as the first point of contact...

  • Executive Assistant

    6 days ago

    Toronto, Canada OntarioMD Full time

    **Executive Assistant** **Full Time/Permanent** **Job Band: 3** Reporting to the Chief Strategy, Growth & Stakeholder Relations and the General Counsel and Chief Privacy Officer, the Executive Assistant will provide executive level administrative support to both Executives, their teams and other staff at OntarioMD, as required from time to...

  • Executive Assistant

    1 week ago

    Toronto, Canada Altis Recruitment Full time

    Our established client in Financial Services is seeking a permanent full-time Executive Assistant to support a team of executives. This role is mostly on-site (with one remote work day per week) in Downtown Toronto. The position offers a very competitive salary, excellent benefits, and the chance to join a dynamic environment and great team! Roles and...

  • Executive Assistant

    1 week ago

    Toronto, Canada Altis Recruitment Full time

    Our established client in Financial Services is seeking a permanent full-time Executive Assistant to support a team of executives. This role is mostly on-site (with one remote work day per week) in Downtown Toronto. The position offers a very competitive salary, excellent benefits, and the chance to join a dynamic environment and great team! Roles and...

  • Executive Assistant

    1 week ago

    Toronto, Canada Moxy Management Full time

    Fully Remote Executive Assistant Starting Salary:US$15 per hour Schedule:Monday to Friday, 9:00 AM - 5:00 PM PSTMoxy Management is a social media agency primarily focused on paid content creation. Headquartered in Los Angeles, Moxy boasts an impressive roster of social media influencers and is dedicated to ultimate customer satisfaction, both for our clients...

  • Executive Assistant

    1 week ago

    Toronto, Canada Moxy Management Full time

    Fully Remote Executive Assistant Starting Salary: US$15 per hour Schedule: Monday to Friday, 9:00 AM - 5:00 PM PST Moxy Management is a social media agency primarily focused on paid content creation. Headquartered in Los Angeles, Moxy boasts an impressive roster of social media influencers and is dedicated to ultimate customer satisfaction, both for our...