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Executive Assistant

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Colliers

2mo ago

  • Job
    Full-time
    Senior Level
  • People, HR & Administration
    Business, Operations & Strategy
  • Toronto
  • Quick Apply

AI generated summary

  • You must have 7+ years as an Executive Assistant, a Bachelor's in Business preferred, advanced Microsoft Office skills, and the ability to manage projects and create consistent communications.
  • You will manage calendars, organize travel and meetings, handle expenses, prepare reports, coordinate events, and maintain confidentiality while supporting executives.

Requirements

  • Minimum 7+ years of Executive Assistant experience within a fast-paced professional services environment, managing multiple executives.
  • Bachelor’s Degree in Business Administration or related field preferred.
  • Advanced knowledge of all Microsoft Office programs (Word, Excel, PowerPoint and Outlook)
  • Ability to process instructions and successfully execute projects from start to finish, meeting critical deadlines, including coordinating critical leadership sessions.
  • Ability to create and edit presentations and other written communication to ensure consistency in tone and message.

Responsibilities

  • In this role, you will provide executive administration support to the President & Chief Executive Officer | Canada and other team members in the Office of the CEO in all administrative and coordinative tasks.
  • You will also provide support to other members of the Canadian senior leadership team as required and supportable by workload.
  • This role will include coordination of calendars, organization of travel and meetings, preparation of correspondence communications and presentations, processing expenses and other related invoices, and organization of events as needed.
  • You will have extensive experience in cross-group coordination at all levels, along with superb written and oral communication skills and planning skills with the ability to function effectively with minimal direction.
  • You will be a trusted partner to executives, acting in utmost confidentiality.
  • You will be a trusted partner to our executives, essentially enabling them to effectively manage their time and workload.
  • You will proactively identify tasks to complete and be able to anticipate needs, always being one step ahead.
  • You will handle all company-related expenses in a timely manner to ensure proper reimbursement. Manages expense report approval process for executive(s).
  • You will handle sensitive and highly confidential information for executive(s) relating to the company, employees, compensation, etc.
  • You will prepare written reports and communication to internal and external business partners and professionally interact with same.
  • You coordinate meetings, organize and schedule large and complex activities such as cross-functional events, business travel, conferences and department activities.

FAQs

What is the work arrangement for this position?

This position is a hybrid role, requiring onsite presence 4 days a week at our 181 Bay Street location in Toronto.

What qualifications are required for the Executive Assistant role?

A minimum of 7+ years of Executive Assistant experience within a fast-paced professional services environment and a Bachelor’s Degree in Business Administration or a related field are preferred.

What skills are important for this role?

Important skills include advanced knowledge of Microsoft Office programs (Word, Excel, PowerPoint, Outlook), superb written and oral communication skills, strong planning abilities, and the capacity to handle tasks with minimal direction.

What responsibilities will the Executive Assistant have?

The Executive Assistant will be responsible for coordinating calendars, organizing travel and meetings, preparing correspondence and presentations, processing expenses, and organizing events as needed.

Is prior experience in commercial real estate beneficial for this position?

Yes, commercial real estate experience is considered a bonus skill for this role.

How should applicants apply for this position?

Direct applicants only should apply; no agencies are accepted for this role.

What is expected in terms of confidentiality in this position?

The Executive Assistant will handle sensitive and highly confidential information relating to executives, the company, employees, and compensation, requiring utmost discretion and confidentiality.

How will success be measured in this role?

Success will be measured by the ability to effectively manage executives' time and workload, proactively anticipate needs, handle expenses in a timely manner, and coordinate complex meetings and events.

Does Colliers provide accommodation for applicants with disabilities?

Yes, Colliers values diversity and will accommodate applicants' disability-related needs throughout all stages of the recruitment process.

What type of environment does Colliers promote?

Colliers promotes an enterprising environment that encourages passion, ownership, and doing what's right for clients, people, and communities.

Colliers

Accelerating Success

Real Estate
Industry
10,001+
Employees
1976
Founded Year

Mission & Purpose

Colliers (NASDAQ, TSX: CIGI) is a leading diversified professional services and investment management company. With operations in 66 countries, our 18,000 enterprising professionals work collaboratively to provide expert real estate and investment advice to clients. For more than 28 years, our experienced leadership with significant inside ownership has delivered compound annual investment returns of approximately 20% for shareholders. With annual revenues of $4.5 billion and $98 billion of assets under management, Colliers maximizes the potential of property and real assets to accelerate the success of our clients, our investors and our people. Learn more at corporate.colliers.com, Twitter @Colliers or LinkedIn.