Executive Assistant to The President

6 months ago

Toronto, Canada BAZ Group of Companies Full time

**JOB OVERVIEW**

**ROLES AND RESPONSIBIITIES**
- **Key Administrative Duties **_
- Schedule all executive communications: meetings, calls, appointments, after-hours events, dinners and manage travel itineraries for the President including liaising with counterparts in the scheduling of large-scale meetings, dinners and travel.
- Manage complex travel arrangements including flights, hotel, and car rental arrangements.
- Determine internal deadlines and coordinate material for review by appropriate executives.
- Board meeting preparation.
- Assist in coordinating corporate events to take place outside of the work place.
- Maintain an organized filing system of paper and electronic documents for the President.
- Manage and maintain payments, expenses and disperse back up documentation for reconciliation purposes as applicable on the President’s corporate business account and executive corporate card.
- Liaison with the IT department to manage the President’s technology requirements and Help Desk tickets (including providing follow-up information for service requests).
- Coordinate orders of office supplies, technology, furniture, etc. on behalf of the President.
- Research projects:

- Potential clients/partners and/or their companies; producing summary reports for the President.
- Industry and related events the President may be interested in attending and/or speaking on a panel.
- **Key Investor Relations Duties**_
- Maintain investor databases and contact lists using a combination of Yardi Investment Manager and Microsoft Excel for existing and prospective investors.
- Support fundraising initiatives and co-investment processes while tracking responses and following-up with prospective investors.
- Distribute and collect legal documents for new investments by preparing packages for signature.
- Assist with the coordination of prompt responses to investor requests and questions.

**PREFERRED SKILLS**
- Very strong MS Office suite skills required.
- Intermediate to advanced Excel skills.
- Advanced Word, PowerPoint and Outlook skills.
- Adobe Acrobat, Nuance, DocuSign, and other.pdf programs.
- Yardi Investment Manager.

**QUALIFICATIONS AND EDUCATION**
- Post-secondary education preferably in commerce, finance, or economics or equivalent experience supporting a C-Level executive.
- Proven ability in dealing with complex, sensitive and confidential matters.
- Exceptional written and verbal communication skills with strength in dealing with a wide variety of individuals at various levels within and outside of the organization.
- Analytical and strategic thinker with the ability to assess complex situations and make effective recommendations.
- Excellent organizational skills and capability to effectively manage priorities while meeting timelines.
- Proactive self-starter who can handle pressure effectively and has experience working with C-Level executives.
- Superior project management skills and attention to detail.
- Impeccable time management skills.
- A pro-active approach to problem solving.
- Team-oriented; Strong teamwork and collaborative skills that demonstrates a commitment to shared success.
- Demonstrated financial literacy.
- Experience working in Real Estate is considered an asset.
- Flexibility to work overtime hours as required.

**Salary**: From $80,000.00 per year

**Benefits**:

- Company events
- Dental care
- Employee assistance program
- Extended health care
- Life insurance
- Paid time off
- RRSP match
- Vision care

Flexible Language Requirement:

- French not required

Schedule:

- Monday to Friday
- Weekends as needed

Supplemental pay types:

- Bonus pay

**Education**:

- Secondary School (preferred)

**Experience**:

- Executive Assistant: 2 years (preferred)

Ability to Commute:

- Toronto, ON M4R 1K8 (required)

Work Location: In person

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