Executive Assistant and Board Administrator

3 months ago

Toronto, Canada CreateTO Full time

**Executive Assistant and Board administrator**

**CreateTO **is shaping Toronto’s future through impactful real estate solutions. A City of Toronto agency, CreateTO works collaboratively with internal stakeholders, external partners and community members to create more livable, sustainable and inclusive communities. CreateTO is here to increase the social, cultural and economic value of our city’s $27-billion real estate portfolio, ensuring positive impacts for residents and a bright future for Toronto. If you’re passionate about contributing to the best use of one of North America’s largest and most valuable real estate portfolios, we’d love to have you on the team.

**The Opportunity
Reporting to the Chief Legal Counsel & Corporate Secretary (the “CLC”), this position acts independently and with mínimal supervision to support the CLC and the senior members of the legal team on all matters to ensure efficient and successful functioning of the legal team. This position is the first point of contact for any interactions with the CLC’s office, and is accountable for performing the highest level of professional services and operational support. The incumbent will be committed to continuous improvement and service, and will collaborate with others to resolve issues that cut across teams. A strong communicator and natural business partner, the position will liaise with our teams and build relationships with our stakeholders, including CreateTO staff, City of Toronto staff, Board members, suppliers and members of the community to provide leadership and coordination necessary to achieve stated goals and objectives.

This position also supports the Senior Law Clerk and Board Lead with scheduling, preparing, coordinating and distributing materials for Board meetings, and managing all other administrative requirements for the Board of Directors and Board meetings.

**PRINCIPAL RESPONSIBILITIES**

Executive Assistant

This position provides administrative support to various senior leaders within the organization and will, among other tasks:

- Develop and leverage relationships across departments, with executives, managers, staff and external clients to foster and support intra
- and inter-group coordination while carrying out responsibilities.
- Interact and collaborate with the executive and their teams to develop and recommend alternatives, implement improvement opportunities, and to accomplish administrative and operational tasks.
- Compose, edit and manage materials such as communications, correspondence, presentations, reports and make recommendations on content.
- Disseminate communications to facilitate timely and effective communications.
- Maintain multiple Outlook contact lists and calendars for Team
- Coordinate and dispatch meeting invitations and agendas to attendees, book meeting rooms and arrange for IT resources and refreshments in support of a smooth and efficient meeting facilitation.
- Manage mail and courier requirements.
- Coordinate invoice and procurement processing, including preparing purchase orders in the Yardi system and coordinating back-up as required.
- Screen telephone calls and responds to routine, moderate and complex inquiries.
- Perform back-up function for other administrative staff during vacation or other absences to ensure that administrative support is provided on an ongoing basis.
- Maintain confidential information for the business and team.
- Co-ordinate conference / travel arrangements for the Team following the corporate policies.
- Prepare monthly expense reports for team members.
- Prepare correspondence and special reports as required.
- Assist as necessary with compiling all necessary documentation for team meetings.
- Ensure that all department files both electronic and paper are kept current. e.g. scanning and filing documents, electronic / paper filing of all documents.
- Provide assistance with additional office responsibilities.

Board Administrator

This position provides support to the Senior Law Clerk and Board Lead and is responsible for all administrative functions related to the Board, and will, among other tasks:

- Track meeting dates, agenda items, and timelines for submitting reports while liaising with CreateTO staff when required.
- Schedule and setup virtually the Board of Director and Committee meetings and any ad hoc special meetings using Webex.
- Prepare all notices, scripts, attendee lists, and minutes.
- Set up and maintain filing systems, including correspondence, minutes, reports, and related administrative records related to Board and Committee meetings.
- Prepare and configure documents for electronic signature using DocuSign.
- Manage Board documentation assembly and distribution in accordance with established timelines.
- Take minutes at corporate Board Meetings.
- Track and report on Board member attendance at meetings.
- Liaise with Board members and/or their assistants particularly in the coordination of Board meeting

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