Executive Assistant

6 months ago

Toronto, Canada Oxford Properties Full time

Why join us?

Are you looking to join an innovative, global real estate company who builds communities and connects people to exceptional places? If so, we would love to tell you our story.

At Oxford, our culture is truly one of a kind. Across business lines and around the world, we embrace the complex and tackle opportunities with speed and agility. We are ambitious and humble, forward looking and service-focused. We get stuff done, and have fun doing it We take great pride in contributing to the communities where we live. We believe that what is good for the environment is good for business. Together we deliver exceptional experiences to our over 2 million daily customers.

We are currently looking for an exceptional Executive Assistant to primarily support the SVP, Finance, Global Financial Reporting and Management Analytics at our corporate head office in Downtown Toronto. In this role, you will have the opportunity to support a very busy and energetic Executive and their immediate team. Your positive attitude and superior customer service, organizational, project management and problem-solving skills will be key to your success in this role.

You will be a key member of an engaged, high-reaching team—part of a world-class, winning culture that prioritizes people development and focuses on long-term growth. We take great pride in leading the industry by earning respect through every interaction, every day. We go above and beyond to protect and grow relationships by anticipating needs, being honest and considerate and valuing customers and colleagues as genuine partners.

**Responsibilities**:
Provide a full range of confidential administrative services for a senior leader(s) ensuring quality service and professionalism at every interaction

Meeting management which includes scheduling, preparing agendas, taking minutes and documenting action items at leadership team meetings, strategic sessions and applicable boards the leader is involved in

Prepar ation and coordination of meetings and events such as all-team Town Hall s, Leadership team meetings, offsites and other department-wide meetings

Prepare reports, presentations, communications, and documents relating to matters of sensitive nature on behalf of the leader by identifying required information, conducting research and utilizing appropriate sources as required

Proactively recommend enhancements to processes and issues to increase efficiencies and share best practices

Manage, coordinate, and maintain a complex calendar with conflicting priorities

Prioritiz es and organiz es workload of the leader to ensure items that are critical to the business and to key stakeholders are on the agenda

Build strong relationships across the organization, including partnering with internal and external stakeholders

Prioritize conflicting needs, troubleshoot, handle matters expeditiously, proactively and follow-through on projects

Execute and assist with projects and special assignments by establishing objectives, determining priorities, managing time, monitoring progress, problem-solving and adjusting plans as required

Administration of confidential files and presentations

Managing invoices, budget reports including monitoring and analyzing budgets, expenses and year end accruals

Perform diverse range of tasks that involve a range of complexity with autonomy and discretion to make decisions within well-defined parameters

Be an effective teammate and flexible in adjusting to changing work priorities

Participate fully as a member of the team and contribute to a positive a nd inclusive work environmen t

**When returning to office**:
Coordinate extensive and sometimes complex domestic and international travel arrangements, hotels and itineraries.

Plan and coordinate for onsite and offsite meetings, meeting rooms, special functions and events including logistics such as location, meals, technology, communication, materials and RSVP’s.

General office duties when back in the office may include ordering catering, mail distribution, greeting guests, etc.

**To succeed in this role, you have**:
5+ years’ experience supporting an executive in a large, complex, international organization

A post-secondary education (college or university) is preferred

Excellent computer literacy, MS Office Suite experience and digital tools experience including MS Teams, SharePoint etc.

Works extremely well under pressure with the ability to meet tight deadlines while maintaining attention to detail

Demonstrate superior customer service skills and professionalism when partner ing with all levels and external stakeholders.

Demonstrated strength in time management and organizational skills with the ability to multi-task in a fast paced and demanding environment.

Demonstrate the ability to prioritize, multi-task, and work independently with mínimal direction and proficiency in dealing with ambiguity

Detail oriented when writing and editing business documents, communi

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