Executive Assistant, Operations Services

2 weeks ago


Toronto, Canada CAPREIT Full time

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**Reports To**: Vice President, Operations Services

**Summary**:
**Responsibilities**:

- Adhere to company procedures, policies and guidelines
- Manage calendar and schedule/reschedule all meetings including Team’s, Webex and appointments as required
- Develop and maintain a well-organized e-filing system that permits ease of reference and rapid retrieval of information and documents
- Manage day-to-day routine, including expanding and updating professional knowledge, computer skills in order to enhance individual and team productivity while adjusting to changeing environnements and new technologies.
- Coordinate execution of various documents, including memoranda, Construction documents etc.
- Book boardrooms, prepare agendas, meeting material and meeting minutes
- Prepare reports and correspondance
- Respond to/screen telephone calls
- Coordinate and assist with scheduling and booking travel
- Handle all incoming/outgoing mail as well as mail to be sent out by courier
- Coordinate, support and assist with internal and external partner inquiries
- Provide support for Engineering and Project Management, Ancillary, Technical Services and Sustainability and Conservation team leads as required
- Assist with reviewing and revising documents
- Prepare expense reports
- Coordinate various department needs of the Operations Services department
- Prepare reports and memos to disseminate to internal and external partners
- Monitoring, reviewing and enhancing the online corporate portal, ensuring Operations Services details are current
- As and when required, performing EA duties for the Sr. Director’s and other senior members of the Operations Services team

**Qualifications**:

- 5-10 years providing senior-level executive support
- Prior experience working in a legal environment
- Post-secondary diploma or certificate from a Law Clerk program (an asset)
- Excellent verbal and written communication skills
- Have working knowledge of Microsoft Word, Excel and Outlook including Sharepoint
- Ability to multi-task and meet tight deadlines
- Excellent organizational and scheduling skills
- Strong analytical, critical thinking and creative thinking skills
- Client-service oriented, including strong interpersonal and relationship building skills
- Proven ability to multi-task, work well under pressure and adjust to changing needs of the department
- Attention to detail
- Ability to work in a team


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