Executive Assistant, Head of US, Oxford Properties

OMERS•New York, NY

19h•Onsite

About The Position

Oxford Properties is seeking an exceptional Executive Assistant to support the US Head of Oxford Properties based in New York. This role offers the opportunity to support a very busy and energetic Executive and their immediate team. Success in this role requires a positive attitude, superior customer service, and strong organizational, project management, and problem-solving skills. The Executive Assistant will be a key member of an engaged, high-reaching team within a world-class culture that prioritizes people development and long-term growth. Oxford Properties prides itself on leading the industry by earning respect through every interaction, every day, and by protecting and growing relationships through anticipation, honesty, consideration, and valuing customers and colleagues as genuine partners.

Requirements

10 years of experience supporting a C-suite executive in a large, complex, international organization.
Excellent computer literacy, MS Office Suite experience, and digital tools experience, including MS Teams and SharePoint.
Ability to work extremely well under pressure and meet tight deadlines while maintaining attention to detail.
Superior customer service skills and professionalism when partnering with all levels and external stakeholders.
Demonstrated strength in time management and organizational skills with the ability to multi-task in a fast-paced and demanding environment.
Ability to prioritize, multi-task, and work independently with minimal direction and proficiency in dealing with ambiguity.
Exceptional interpersonal, influential, verbal, and written communication skills.

Nice To Haves

A post-secondary education (college or university) is preferred.
Detail-oriented when writing and editing business documents, communications, and presentations.
Exercises high levels of discretion and judgment to deal with sensitive and confidential materials and matters.
Drive to achieve results and continuously strive to deliver the highest performance through creative thinking.
Ability to be a proactive and independent thinker to make judgment calls.
Resiliency, resourcefulness, and flexibility in adapting to changes to the leader’s accountabilities, projects, and priorities, and able to devise contingency plans as needed.
Thrive in dynamic organizations that constantly evolve and adapt.
Experience in mentoring or supervising other administrative professionals is an asset.
Flexibility to work extra hours on occasion and sometimes on short notice.

Responsibilities

Provide a full range of confidential administrative services for a senior leader(s) ensuring quality service and professionalism at every interaction.
Manage meetings, including scheduling, preparing agendas, taking minutes, and documenting action items for leadership team meetings, strategic sessions, and applicable boards.
Prepare and coordinate meetings and events such as all-team Town Halls, Leadership team meetings, offsites, and other department-wide meetings.
Prepare reports, presentations, communications, and documents relating to sensitive matters on behalf of the leader by identifying required information, conducting research, and utilizing appropriate sources.
Proactively recommend enhancements to processes and issues to increase efficiencies and share best practices.
Manage, coordinate, and maintain a complex calendar with conflicting priorities.
Oversee all incoming and outgoing communications, including emails, phone calls, reports, and internal correspondence.
Prioritize and organize the leader's workload to ensure critical business items and key stakeholders are on the agenda.
Build strong relationships across the organization, partnering with internal and external stakeholders.
Prioritize conflicting needs, troubleshoot, handle matters expeditiously and proactively, and follow through on projects.
Execute and assist with projects and special assignments by establishing objectives, determining priorities, managing time, monitoring progress, problem-solving, and adjusting plans.
Administer confidential files and presentations.
Apply appropriate due diligence, ensuring accuracy in preparing and promptly completing all required documents, including reports for the Executive Leadership Team, the Board, and Committees.
Manage invoices and budget reports, including monitoring and analyzing budgets, expenses, and year-end accruals.
Perform a diverse range of tasks with varying complexity, exercising autonomy and discretion within well-defined parameters.
Be an effective teammate and flexible in adjusting to changing work priorities.
Participate fully as a member of the team and contribute to a positive and inclusive work environment.
Coordinate extensive and sometimes complex domestic and international travel arrangements, hotels, and itineraries.
Plan and coordinate onsite and offsite meetings, meeting rooms, special functions, and events, including logistics such as location, meals, technology, communication, materials, and RSVPs.
Perform general office duties, which may include ordering catering, mail distribution, and greeting guests.