Executive Assistant

5 months 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

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