Executive Assistant to the SVP/GM  

PRIMARY RESPONSIBILITIES

The Executive Assistant provides high level administrative support to the SVP/GM and must effectively communicate and collaborate with both internal and external contacts.

A thorough knowledge of company operations, policies, procedures, services and events is required to effectively manage Executive Office operations. Coordinating the SVP/GM's schedule, prioritizing appointments, arranging meetings, composing timely correspondence and ensuring that these and other duties are carried out seamlessly are key requirements of the position.

In this role, the Executive Assistant will be exposed to highly confidential material and/or information and must ensure that sensitive information and/or materials that are critical in nature are properly stored and secured. The individual will need to quickly rank tasks and pursue them with energy and drive to successful completion.

PRINCIPAL DUTIES

1.Answer, screen and route telephone calls and the SVP/GM's e-mails as required.

2.Proactively respond to questions, concerns and requests for information, ensuring that routine questions and requests are responded to promptly.

3.Act as liaison between the SVP/GM and departments and provide prompt and positive support to internal requests.

4.Arrange and schedule business and staff meetings, including coordinating conference calls, video conferencing, booking rooms, preparing meeting materials, arranging catering, etc.

5.Maintain and update the SVP/GM's calendar.

6.Handle the SVP/GM's expense reporting, including receipt management and account coding of the corporate credit card.

7.Manage the corporate credit card(s) account, ensuring that card applications and cancellations are processed on a timely basis.

8.Compose and maintain a schedule of industry meetings and other real estate events and distribute as required.

9.Maintain a working knowledge of industry websites, notices and updates concerning organized real estate.

10.Compose and distribute correspondence, letters, memos, minutes, presentations, reports, graphs, etc., including using word processing, spreadsheet and database software to complete required administrative tasks.

11.Develop and maintain hard copy and electronic filing systems that are complete and well organized.

12.Follow up on assignments with senior and/or other staff to ensure deadlines are met.

13.Provide backup administrative support for the Executive Office during absences as required

14.Handle travel arrangements for the SVP/GM and senior staff as required.

15.Act as custodian of legal documents and other confidential information.

16.Order and stock office supplies for SVP/GM as necessary.

17.Oversee and maintain report formats ensuring the timely posting of all news items as assigned, three months of up-to-date meeting calendars, market statistics, committee and task force meeting minutes, monthly operations graph, updated CEO and Board of Directors status reports, etc.

18.Arrange for the weekly cheque signing by the SVP/GM.

20.Oversee the attendance records for all Executive Office personnel.

21.Arrange SVP/GM memberships and subscription renewals.

22.Perform other special projects or duties as assigned from time to time.

REQUIREMENTS

EDUCATION:

•Diploma or Bachelor's degree in Administrative or Business Studies;

•A Legal Assistant Certificate from an accredited academic institution would be a definite asset

EXPERIENCE:

•5 to 10 years of executive administrative experience;

•Excellent verbal and written communication skills;

•High proficiency in Microsoft Office (i.e. Word, PowerPoint, Excel, etc.), calendar management and Adobe Suites as well as a basic knowledge of Web Publishing;

•Ability to perform with professionalism and poise;

•Strong interpersonal skills with the ability to liaise effectively with various levels of staff, including senior management, executives and Members;

•Ability to work in a team environment and independently;

•Able to be proactive and take initiative;

•Excellent organizational and time management skills;

•Highly detailed oriented with demonstrated accuracy and thoroughness; and,

•Strong problem solving and good judgment skills.

SPECIAL WORKING CONDITIONS

Required to deal with confidential material on a regular basis, ensuring confidentiality is not breached.