Executive Personal Assistant to The CEO

**POSITION**: Executive/Personal Assistant

**REPORTS TO**: Chief Executive Officer (CEO)

**APPLICATION DEADLINE**: December 6, 2024

**LOCATION**: 100 Sheppard Ave, E., North York

**COMPANY BACKGROUND**

The Terracap Group of Companies is a private equity real estate group based in Toronto. Our diverse portfolio encompasses over 10 million square feet of real estate across North America. The portfolio includes multi-residential, mixed use, hospitality, retail, and office as well as future development lands. Terracap delivers notable value enhancement through strategic acquisitions/investments, professional property & asset management, development, construction management, leasing, and related services. Terracap’s investors represent some of the top-tier business leaders and high net worth families in both Canada and the United States.

**Responsibilities include but are not limited to**:

- Screen incoming telephone calls; take and deliver accurate messages; respond to requests by gathering and providing information.
- Accurately manage and coordinate a complex and detailed calendar of meetings, events, and contacts (both personal and business) for the CEO, considering multiple time zones. Manage and log incoming scheduling requests, adjust meeting times to accommodate international participants, re-schedule meetings upon request, proactively communicate changes, and anticipate and resolve scheduling conflicts while maintaining awareness of global time differences.
- Arrange business/personal domestic and international travel, transportation, and accommodation for the executive and family.
- Track CEO’s tasks and projects to ensure appropriate prioritization of projects, maintaining an awareness of high-level schedules, deadlines, and key deliverables.
- Organize internal and external meetings for CEO, including logístical and substantive preparation.
- Conserves the CEO's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; and initiating communications.
- Track and reconcile monthly credit card statements and complete and submit expense reports in a timely manner.
- Ensure consistent and efficient interaction with other administrative assistants across the organization; demonstrate poise and tact under pressure, and use discretion, confidentiality, and good judgment to handle C-Level matters.
- Provide special project leadership and support as needed.
- Assist with the coordination, design and preparation of presentations, meeting materials, and special projects.
- Conduct preliminary research on a variety of topics; draft materials as needed.
- Represent the company and the Executive in a positive light through great follow-through skills and sound judgment.
- Provide administrative support to other members of the Senior Leadership Team as required.
- Complete ad hoc projects as assigned - such as personal errands, events and/or family needs.

**QUALIFICATIONS**
- Bachelor's degree required.
- 8+ years of related experience required in working in an executive assistant role supporting C-Level executives in a fast-paced professional office.
- Substantial working experience in the legal and/or commercial real estate development industry.
- Legal experience in commercial real estate including legal correspondence, drafting, editing, and reviewing NDAs, real estate leases, commercial real estate litigation, and work on a variety of legal matters is a bonus.
- Demonstrated experience in arranging complex business/personal domestic and international travel, transportation, and accommodation for executives and their families.
- Computer savvy - advanced proficiency in the Microsoft Office suite of programs (Excel, Word, PowerPoint, Outlook and Teams). Exposure to Yardi Property Management software and Worldox document handling software is preferred but not required. Ability to quickly pick-up additional software is a plus.
- Impeccable organizational, scheduling, and time management skills, with an ability to manage multiple demands, prioritize and complete tasks, be flexible and adaptable to change, and perform efficiently under tight deadlines. These skills mean that you are never intimidated by a heavy workload.
- Ability to communicate effectively and professionally. Exceptional written communication skills, including grammar and proof-reading ability.
- Meticulous attention to detail and accuracy.
- Extensive working experience with dictation and transcription.
- Enjoys interacting with people with the ability to be assertive, while maintaining a professional demeanour.
- Outstanding interpersonal skills and an ability to establish strong relationships with all levels of the organization as well as build relationships with outside resources.
- Remains positive and thrives in high pressure and stressful situations.
- Ability to function well in a high-paced environment.
- Solutions-oriented with an ability to think on your fe