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Job Summary
The Canada Lands Company seeks a highly skilled and experienced Executive Assistant to provide administrative and program support to the Vice President, Real Estate and Vice President, Acquisitions & Business Development.
Key Responsibilities
- Coordinate and schedule meetings and conferences with senior officials, clients, consultants, and other stakeholders.
- Screen requests and identify issues to determine priority; screen phone calls, and read, screen, and rank incoming mail.
- Provide initial responses to routine public inquiries and refer such inquiries to appropriate staff for further response or action.
- Update administration procedures and processes to better meet the operating requirements of the Vice President, Real Estate and Vice President, Acquisitions & Business Development.
- Provide administrative and secretarial support at internal and external meetings, including logistics, hospitality, and conference calls.
- Maintain the Vice President, Real Estate and Vice President, Acquisitions & Business Development calendar and contact lists, and adjust the schedule based on shifting priorities and potential problems identified.
- Brief the Vice President, Real Estate and Vice President, Acquisitions & Business Development before appointments or meetings with appropriate background information.
- Prepare and send correspondence, and support the preparation and circulation of memoranda, minutes, reports, agendas, and presentations.
- Ensure consistency and compliant formatting for Board reports and Power points.
- Make travel and accommodation arrangements for the Vice President, Real Estate and Vice President, Acquisitions & Business Development office, and prepare employee reimbursement and personal expense claims.
- Serve as administrative liaison between the Vice President, Real Estate and Vice President, Acquisitions & Business Development and the Executive team, other CLC real estate offices, and administrative units.
- Assist with various corporate communications and public relations functions.
- Perform the role of Records Management champion and liaison to fulfill the records management function related to Vice President, Real Estate and Vice President, Acquisitions & Business Development files.
- Verify overhead expenses, prepare payment vouchers, balance overhead costs at month end, and investigate queries on outstanding invoices.
- Establish and maintain a network of support staff across the Regions to ensure that administrative policies and procedures in support of the Vice President, Real Estate and Vice President, Acquisitions & Business Development operations are effective.
- Greet visitors to the Vice President, Real Estate and Vice President, Acquisitions & Business Development in a helpful, professional, and pleasant manner.
- Assist in the preparation, presentation, and follow-up for CLC public events as required.
- Maintain a thorough working knowledge of CLC Policies and Guidelines, procedures, records management, and information systems.
- Provide the Vice President, Real Estate and Vice President, Acquisitions & Business Development with IT support, including liaison with the IT department.
Qualifications
- Minimum high school diploma required, with a preference for post-secondary education.
- Minimum of one to three years of experience in executive office administration required.
- Experience in client relations, customer service, and basic public relations required.
- Financial training and/or education, an asset.
- Proficiency with the use of standard office software, including Microsoft Word, Excel, Powerpoint, Outlook, Sharepoint, and Teams.
