Executive Assistant

2 weeks ago

Mississauga, Canada Morguard Full time

PURPOSE

The Executive Assistant is accountable to the Executive Vice President, Residential, Office and Industrial for assisting the management team with a variety of tasks and supporting other function-specific activities to ensure they are carried out in a timely and consistent manner to enable the department to achieve its respective business goals and objectives.

DUTIES AND RESPONSIBILITIES

**1. Personal Assistant Support**

Carries out duties of a personal assistant to senior and executive management by preparing various arrangements and associated reporting incl. daily schedules, coordination and arrangements of meetings, travel arrangements, preparation of personal expense reports to support workload and time management activities at the senior and executive management level.

**2. Administrative financial support**

Purchase Orders, invoice processing for payments. Create and/or modify vendor records to ensure accuracy and completeness. Verify billings by vendor are accurate. Ensure vendor accounts are current. Maintain and report on weekly exception lists. Provide the MIL accounting team with monthly, quarterly, and annual chargeback files for key vendors and services. Assist in creating budget estimates for IT costs that will be charged back to the business.

Assist the senior management team with finances pertaining to the department. Work with senior management to determine monthly and/or quarterly reporting.

Reporting Package Preparation and Distribution Supports the workflow to deliver accurate and timely quarterly reports and business plans against a pre-agreed template and deadlines and ensures optimum use of data/reports to drive performance improvement. Identifies information sources, orders and maintains inventory of supplies for external publication and co-ordinates the delivery of the product in hard copy.

**3. General Administrative Duties**

Performs general administrative duties for a variety of departments that they support including distribution of mail, photocopying, etc., while also assisting with handling and creating correspondences, performing various data input activities, as required and facilitate effective cross-functional communication. Supports senior and executive management and their department members by assisting with administrative tasks, event organization/coordination, projects, and initiatives in the areas of documentation and knowledge management, data, and technology platform maintenance.

**4. Research and Analysis**

Completes regular and ad-hoc research and analysis, normally confidential in nature, assigned by senior and executive management to provide background/insight into various topics/areas for the purpose of reporting or business decision making.

Any other job-related duties and/or projects that may be assigned.

**MINIMUM REQUIREMENTS**

Skills, Knowledge, Experience and Education
- Minimum of 2 years of relevant administrative experience at the executive level supporting two or more functions simultaneously
- Previous experience in real estate industry

Core Competencies
- Excellent communication skills both written and verbal
- Strong organizational and time management skills
- Strong analytical skills
- Strong interpersonal skills
- Ability to confidently deal with employees at different levels in the organization
- Ability to deliver quality results under pressure and within tight timelines
- Systematic thinker
- Professionalism handling sensitive and confidential information
- Balanced temperament.

ADDITIONAL REQUIREMENTS
- High School or College diploma in a related field (e.g. Office Administration, Business Administration etc.) or equivalent is an asset.

Morguard is a fully integrated real estate company. We own, manage and invest in high-quality, well-located, geographically diversified assets across North America. We have built our business with strong leadership and a proven management platform that have generated substantial, risk-adjusted returns - and significant long-term growth. With more than 40 years of experience and a dynamic team of 1,500 professionals, our commitment is to realize the potential of real estate through value creation and operational excellence.

**Subject to legally permissible exceptions or accommodation requests, Morguard requires that all new hires be fully vaccinated, as defined by Public Health, for COVID-19 on their first day of the assignment. Unless a valid Human Rights exemption applies, the vaccine requirement will be a condition of employment with Morguard and you will be required to submit your documented proof of vaccination. Should you require an accommodation as set out by the

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