Executive Assistant

4 weeks ago

Toronto, Canada Cushman & Wakefield Full time

**Job Title**

Executive Assistant
**Job Description Summary**

The Executive Assistant is responsible for managing the office of the Executive Managing Director for Asset Services Canada. Accountabilities cover a broad range of administrative tasks as well as expectations in supporting and as assigned, coordinating strategic initiatives, communications, and effective client support and delivery both internal and external.

**Essential functions and responsibilities**

**Administration and Office Support**
- Manage the day to day operation of the EMD’s office:

- Complex and high-volume calendar management; understand how to plan a schedule that balances and prioritizes competing client needs as well as operational demands
- Keep the EMD on schedule; anticipate delays and communicate to affected parties as needed, promptly and professionally
- Plan and coordinate complex travel arrangements
- Plan and coordinate activities related to the EMD and their direct reports as needed
- Prepare meeting agendas, attend meetings as requested and take detailed, minutes, follow up with the EMD’s direct reports on deliverables.
- Ensure meeting material is collected, packaged and sent reasonably in advance to the EMD and meeting attendees as needed, for review.
- Work with and support the CWAS and CW Operations teams as needed
- Work closely with the People Partner (HR) team as required
- Evaluate and document innovative service delivery options and share insights across markets
- Triage incoming correspondence and requests; compose draft correspondence for review and delivery. Also proof final communication prior to distribution.
- Prepare, collect and maintain information for the preparation of confidential reports, proposals, and other materials as requested
- Anticipate manager(s) and business needs and undertake necessary actions to produce effective results on time
- Support meetings and convenings with internal and external stakeholders, as necessary; be comfortable with business-enabling technologies (e.g., video conference set up, presentation set up, and virtual meetings and webinars)
- Be present and facilitate client (internal and external) as required

**Track Opportunities**
- Track all stages of business development activities for the EMD, ensuring they are prepared with the required details, follow up notes, etc. for successful deal closure.

**Enter Expense Reports**
- Timely collection and submission of expense reimbursement documents, such as receipts, and other information
- Attribute expenses to specific deals or other codes and track against budget
- Enter expense reports into Workday
- Follow up and correct errors, requests for additional information and payment

**File Management**
- Create filing system for own and/or manager(s) files using initiative
- Maintain files, such as documents provided by EMD or other CWAS executive members, as directed by the EMD

**Other Duties**
- This job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned at any time with or without notice.

**Reporting relationship**

Role will report to the following:

- Executive Managing Director(s), Asset Services Canada

**Metrics**

Role will be evaluated on the following:

- Ability to successfully and effectively manage the EMD’s calendar
- Positive attitude
- Business acumen
- Organization skills
- Interpersonal and communication skills
- Turnaround time
- Initiative and throughput

**Key Competencies**
- Strong proficiency in Microsoft office suite of products
- Advanced time management and organization skill
- Excellent written, oral, and presentation skills
- Ability to plan, organize and manage processes
- Knowledge of office administrative duties and basic HR practices
- Business and basic financial acumen
- Proven interpersonal skills, including demonstrated ability to effectively manage conflict
- Ability to communicate effectively with executive and other senior level employees and clients
- Ability to work individually or as part of team
- Identify opportunities to drive efficiency and improve effectiveness in day to day processes

**Important education**
- Post-secondary education with a focus on Administrative studies, or the equivalent in additional working

**Important experience**
- A minimum of 5-7 years of executive-level administrative experience
- Exposure to project and process management
- Exposure to executive communications
- Business acumen and professional discretion

**Additional Eligibility Requirements**
- See Key Competencies

**Work Environment**

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets. May require occasional travel, however it is less than 5% of the time. While there is opportunity for remote work

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