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Executive Assistant

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Oxford Properties Group

1mo ago

  • Job
    Full-time
    Senior & Expert Level
  • People, HR & Administration
    Real Estate & Property
  • Toronto

AI generated summary

  • You need 5-10 years supporting a finance C-suite, MS Office expertise, strong communication skills, urgency, discretion, curiosity, and a desire for growth and collaboration.
  • You will manage the SVP's calendar, communications, and meetings, coordinate travel, handle invoices, organize team events, build relationships, and enhance team efficiency in a fast-paced environment.

Requirements

  • 5 - 10 years’ experience supporting a finance-focused C-suite executive in a large, complex, international organization
  • Excellent and top-notch skills and experience in the entire MS Office Suite, with a special focus on Outlook, To-Do, OneNote, PowerPoint, Word and SharePoint
  • Passion for maintaining order, organization, prioritization and pace
  • Evident skills in spoken and written communication
  • A post-secondary education is preferred
  • A sense of urgency and the ability to perform extremely well under time pressures, multi-tasking, meeting tight deadlines while maintaining attention to detail
  • Superior people skills, maintaining courtesy, professionalism and a constructive disposition in all contexts and with all stakeholders
  • Curiosity and an eagerness to learn and fully understand the SVP’s portfolio, to better assist the SVP and you in your respective roles
  • Discretion, judgment and confidentiality
  • A desire to grow in your role, through expanded duties, through soliciting and responding to feedback, and through mentoring and partnering with other executive assistants in your network

Responsibilities

  • Providing a full range of confidential administrative services for the SVP, ensuring quality service and professionalism at every interaction. These include fulsome calendar, task, contact and inbox management, travel scheduling and coordination, expense reimbursements, and guest reception.
  • Prioritizing and effectively organizing the SVP’s workload to ensure critical items are highlighted and progressed
  • Managing, coordinating and maintaining a complex calendar with conflicting priorities
  • Monitoring incoming communications, including specifically all emails and phone calls
  • Managing meetings, including scheduling, preparing agendas, arranging catering, taking minutes and documenting action items at leadership team meetings, strategic sessions and other as applicable
  • Managing and coding invoices, approvals and accruals
  • Scheduling and coordinating team events such as team Town Halls, Leadership team meetings, offsites and other
  • Recommending enhancements to increase the SVP’s and the team’s efficiency and effectiveness
  • Building strong and effective relationships across the organization, including partnering with internal and external stakeholders
  • Negotiating conflicting needs, including troubleshooting, handling matters with urgency, and following through on deliverables
  • Building and enhancing team community through all interactions, including a desire to connect with colleagues
  • Thriving in a fast-paced, office-based, team-focused environment while demonstrating autonomy and self-motivation, drive, flexibility and problem-solving
  • All other duties, as required

FAQs

What is the primary role of the Executive Assistant at OMERS?

The primary role of the Executive Assistant is to provide a full range of confidential administrative services for the SVP, Finance & Operations, including managing calendars, scheduling travel, and coordinating meetings.

How many years of experience are required for this position?

The position requires 5 to 10 years of experience supporting a finance-focused C-suite executive in a large, complex, international organization.

What skills are essential for success in this role?

Essential skills include excellent proficiency in the MS Office Suite (especially Outlook, PowerPoint, Word, and SharePoint), strong organizational abilities, effective communication skills, and a passion for maintaining order and prioritization.

Is a post-secondary education required for this role?

A post-secondary education is preferred for this role.

What qualities are desired in candidates for this position?

Desired qualities include a sense of urgency, superior people skills, curiosity, discretion, and a desire to grow professionally within the role.

Will the Executive Assistant be required to manage meetings?

Yes, the Executive Assistant will be responsible for managing meetings, which includes scheduling, preparing agendas, arranging catering, and documenting action items.

Are there opportunities for professional growth in this role?

Yes, there are opportunities for growth through expanded duties, soliciting feedback, and mentoring with other executive assistants in the network.

What kind of work environment should the Executive Assistant expect?

The Executive Assistant should expect a fast-paced, office-based, team-focused environment that emphasizes autonomy, self-motivation, and problem-solving.

How does OMERS approach diversity in its workforce?

OMERS is committed to a people-first culture that embraces diversity and reflects the communities in which it operates, ensuring an inclusive, barrier-free recruitment process.

Is the Executive Assistant role based in a specific location?

Yes, the Executive Assistant role is based at the corporate head office in Downtown Toronto.

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Oxford Properties Group

Real Estate
Industry
1001-5000
Employees

Mission & Purpose

We are a global real estate investor, developer and manager. Established in 1960, Oxford and our platform companies manage nearly $87 billion of assets with a portfolio of 158 million square feet of commercial space. Our global portfolio includes workplace, life sciences, industrial, shopping, living, hotels & alternatives and credit assets on four continents. A thematic investor with a committed source of capital, we invest in properties, portfolios, development sites, debt, securities and platform companies across the risk-reward spectrum. Oxford is backed by OMERS, which has a diversified, global portfolio of public market, infrastructure, private equity, venture capital and real estate investments. OMERS ensures retirement security for over half a million public service and other employees from municipalities, school boards, transit systems, electrical utilities, emergency services and children’s aid societies across Ontario, Canada.