Executive Assistant

**Position Title**:Executive Assistant to the CEO & Founder and the President

**Employment Type**: Full-Time

**Application Deadline**: February 1, 2025

**Purpose**: Building trust through excellence.

**Vision**: Relentlessly advancing commercial real estate to provide remarkable experiences.

**Culture**: Stewardship and empowerment; integrity and fair play; remarkable experiences; mutual respect and authenticity; relationship-driven success; internal recognition and role clarity; fun

**About the Company**:

- Cushman & Wakefield | Stevenson_ _& MMI Asset Management _is a full-service commercial real estate firm in Winnipeg, Manitoba that provides solutions in brokerage, property management, and advisory services.

We are looking for an Executive Assistant to join our team. If you are a detail-oriented, professional and experienced Executive Assistant looking for a fun, hardworking and collaborative team that supports learning and continuous improvement, we want to meet you

**Summary**:
The Executive Assistant to the Founder & CEO and the President serves as a critical support resource, ensuring the smooth and proactive execution of their day-to-day responsibilities. This role involves managing and coordinating calendars, coordinating communication, handling confidential matters, and overseeing administrative tasks to enhance executive productivity. The position requires a proactive and detail-oriented individual capable of thriving in a fast-paced environment while maintaining a professional demeanor.

The Executive Assistant reports directly to the President.

**Required Skills and Abilities**:

- Bachelor’s Degree in Business Administration, Communications, or a related field is preferred.
- Additional certifications in office administration, project management, or executive assistance (e.g., Certified Administrative Professional) are an asset.
- Ability to work effectively in a rapidly growing/changing environment with a high degree of resourcefulness and adaptability
- Minimum of 5 years of experience as an Executive Assistant or in a similar administrative support role.
- Proven ability to manage complex calendars, travel arrangements, and communication pipelines for C-suite executives.
- High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Adobe and collaboration tools including Teams.
- Experience in managing sensitive information and maintaining confidentiality.
- Communication Skills - ability to communicate effectively and in a professional manner with all levels of the organization, both orally and written.
- Organizational Skills - ability to allocate one’s time effectively and manage tight deadlines; ability to work under pressure and achieve quality results; ability to handle multiple demands and competing priorities, while adapting to new ideas and constant changes
- Ability to work effectively in a rapidly growing/changing environment with a high degree of resourcefulness, flexibility and adaptability.
- Relationship Skills - ability to develop and sustain cooperative working relationships at al levels of the organization; ability to be a self-motivated team player with the intentions to create and maintain positive working relations; committed to personal growth and integrity aligned with company objectives and values.

**Duties and Responsibilities**:

- Proactively manages and maintains complex calendars for the Founder & CEO and the President, coordinating high-priority meetings, appointments, and events.
- Plans in advance for upcoming obligations, and anticipates scheduling needs while proactively resolving conflicts or last-minute changes to ensure smooth daily operations.
- Screens and responds to incoming communications, prioritizing messages and ensuring critical information reaches the appropriate executive in a timely manner.
- Drafts, proofreads, and formats professional correspondence, reports, and presentations for internal and external audiences.
- Obtains signatures on various documents from appropriate executive when required.
- Manages and organizes both electronic and physical filing systems, ensuring ease of access to critical documents.
- Maintains an organized and efficient workflow for all administrative tasks to optimize executive productivity.
- Evaluates and recommends tools to enhance executive efficiency, including scheduling platforms, collaboration tools, and reporting software.
- Leads initiatives to improve administrative workflows, ensuring the adoption of best practices in document management and scheduling.
- Acts as a point of contact for urgent matters during the absence of the executives, ensuring swift resolution and communication.
- Collaborates with the leadership team to coordinate, compile and format quarterly reports, tracking key metrics, and ensuring accuracy.
- Coordinates and manages leadership team meetings, including preparing agendas, distributing materials, and capturing detailed meeting minutes.
- Monito