Executive Assistant, Portfolio Management & Investments

GWL Realty Advisors•Toronto, ON

25d•Onsite

About The Position

GWLRA is a leader in both the commercial and multi-residential real estate industries. We believe in generating value by creating vibrant, sustainable communities that engage, excite, and inspire. Our people live our values through the work they do and the results they deliver. Our core values are keeping our word, working better together and embracing diversity. Reporting to the EVP, Portfolio Management and VP, Investments, this position will provide administrative support to the Toronto-based Portfolio Management and Investments teams. This position provides support with a high degree of accuracy, professionalism, discretion and judgment. You enjoy organizing and planning tasks while maintaining a high level of detail. No task is too complex or minor to you - you are highly collaborative and want to help with whatever is needed by the team! You will have the opportunity to get exposure to both legal and analytical work.

Requirements

Post-secondary education in a relevant discipline
At least 3 years of experience in a senior level administrative position
Advanced Microsoft Office skills, primarily with Microsoft Word, Excel, Power Point, Teams and Outlook
Demonstrated ability to work in a team environment where flexibility, keeping others informed and anticipating needs is essential
Solid relationship building skills and the ability to interact professionally and confidently with various internal and external parties
High standards of ethics and confidentiality to handle sensitive information
Expert level written and oral communication skills; bilingualism is considered an asset

Responsibilities

Manages co-ordination of internal and external meetings, including documentation
Attend meetings as needed to assist with minutes and action items for follow up
Works closely to ensure that projects are up to date
Acts as communication conduit for internal and external parties
Consistently exercises discretion in managing correspondence, information, and all matters of confidentiality; photocopies, scans, answers phone and greets visitors at reception
Processes invoices/expense reports in a timely manner and in accordance with accounting policies
Books travel and accommodation for team members as needed
Prioritise tasks and manage expectations
Supports ad-hoc requests for information or projects
Back-up coverage for colleagues during absence
Coordinates department meetings, daily calendar, appointments, boardroom bookings, off-site and on-site meetings, conference calls, social engagements, travel arrangements, catering, IT resources and other requirements in support of smooth and efficient meeting facilitation
Obtains briefing materials for meetings and events from the appropriate sources
Supports and drives team members to ensure timely attendance of all meetings
Prepares a variety of documents including reports, memos and letters
Assists in the coordination of internal processes including being point of contact, organizing reporting groups
Establishes and maintains both electronic and hard copy filing systems
Coordinates for execution of key legal documents, including tracking execution status and follow up to ensure timely completion
Supports the team’s filing and organizational needs
Acts as key liaison for the team with internal and external professionals/employees, develops and maintains relationships with peer business executive administrative professionals
Develops and maintains relationships with peer business executive administrative professionals
Contributes to a positive and collaborative work environment, in alignment with GWLRA values