Executive Assistant

6 months ago

Winnipeg, Canada Edison Properties Full time

Edison Properties is a property management company that has been in business for over 50 years providing apartments for rent ranging from cozy and comfortable bachelor apartments to luxurious penthouse suites in the Winnipeg market.

Our employees rated our Culture, Employee Empowerment, and Working Environment as their top three drivers. Being in the Property Management business for over 50 years, we have developed a reputation of having a fun, productive and positive workplace culture. We strongly believe in giving back to our community and take pride in providing quality customer service based on a foundation of **Care & Respect, Integrity, Approachability **and** Proactiveness**.

Reporting to the President, the Executive Assistant provides executive support to the President and the Vice Presidents by contributing to the smooth operations of the administration of the company. The Executive Assistant administers and oversees corporate record keeping and ensures corporate compliance filing deadlines are met. The Executive Assistant also co-ordinates preparation and distribution of materials for Board of Directors meetings and summarizes the results of meetings.

**Main Responsibilities**:

- Executive Assistant Administration_
- Prepares, organizes, and schedules corporate meetings involving the President and Vice Presidents.
- Manages, organizes, and keeps up to date the President’s electronic schedule.
- Makes all business-related travel and accommodation arrangements for the President and Vice Presidents.
- Develops and maintains paper and electronic filing systems of the President.
- Manages special projects/event planning assigned by the senior leadership team.
- Drafts memos, reports, and other correspondence and communications, and assists as required with government relations activities.
- Provides administrative and project management support as required on special projects.
- Works professionally, collaboratively, and respectfully with all colleagues and stakeholders.
- Creates meeting(s) timelines, prepares, and distributes meeting notification, correspondence, agenda, and materials, as well as subsequent updates or changes.
- Manages all corporate filings, annual returns, and Manitoba Securities Commission registrations.
- Tracks and reconciles monthly expenses, ensuring accurate record-keeping.
- Manages sensitive matters with a high level of confidentiality and discretion.
- Uses computer word processing, spreadsheets, and database software to prepare reports, memorandums, and documents e.g. Expense Reports.
- Corporate Board of Directors Administration _
- Develops and administers corporate-wide policies and policy manuals intended to keep the company current with governance best practices.
- Administers and ensures compliance with the company’s code of corporate conduct.
- Updates and maintains corporate structure charts, signing authorities listings, Directors and Officers listings, and corporate records. Monitors corporate Annual Return and other government filings for compliance.
- Provides support for all operational aspects of preparation for both Board meetings, as well as committee and working group meetings, including logistics, monitoring attendance, collate and distribution of materials, managing board and committee agenda review processes, and working with committee liaisons, and preparing meeting minutes and reports.
- Preparation of resolutions and governance related board materials.
- Oversight of the preservation of board, committee and subsidiary materials and minutes, and subsidiary management and governance.
- Facilitates onboarding and orientation for new board directors.
- Supports and maintains document retention policy for the association.

Other duties as assigned.

**Qualifications**
- 3 - 5 years of experience in executive administrative support.
- Experience providing presentations and creating/compiling reports for a Board of Directors is a necessity.
- Experience in formal minute taking and drafting resolutions.
- Experience with complex corporate ownerships, organization and structure
- High attention to detail and deadlines
- Excellent grammar skills
- SharePoint experience would be considered an asset.
- Experience with real estate would be considered an asset.
- Solution Focus: take ownership of requests; tailor solution to the member/situation; be timely in follow-up; resourceful in info gathering/research.
- Advanced Microsoft Office skills, with an ability to become familiar with firm-specific programs and software.
- Ability to exercise a high level of tact, diplomacy, and professionalism.
- Strong organizational, project management, and problem-solving skills.
- Ability to always use discretion with confidential information.
- Strong verbal and written communication skills in English.
- Clear Criminal Record check, including vulnerable sector check.
- Valid Class 5 driver license and to be maintained.

**Other Benefits**

Satisfaction and fun are so

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