Executive Assistant to SVP, General Counsel, ESG & Corporate Secretary

RioCan • Toronto, ON

12d • CA$88,000 - CA$108,000

About The Position

The Executive Assistant provides high-level administrative and organizational support to the Senior Vice President, General Counsel, ESG & Corporate Secretary, and the Legal and ESG teams, ensuring the effective coordination of executive priorities, daily operations, and key business activities. This role requires a highly organized, detail-oriented and proactive individual who can manage competing priorities, handle confidential information, support Board and committee activities, and build strong relationships across the organization and with external stakeholders.

Requirements

• College Diploma or Certificate in Executive Office Administration or related field
• Excellent oral and written communication skills with the ability to effectively communicate across all levels within as well as outside the organization
• Excellent attention to detail along with proactive organizational and time management skills
• Proven ability to work in a team environment
• Ability to effectively manage multiple competing priorities
• Ability to show initiative and work independently
• A high sensitivity to the confidentiality of information
• Proactive, show initiative, and exercise good judgment
• Experience preparing agendas, minutes, letters, and memos accurately
• Ability to work well under pressure and meet strict deadlines
• Proficient in Word, PowerPoint, Excel, and Outlook

Nice To Haves

• 8-10 years of experience in a similar role in a law firm, in-house legal department, or real estate organization is considered an asset

Responsibilities

• Manage a highly dynamic calendar in a fast-paced environment, anticipating scheduling conflicts and adjusting priorities as needed.
• Coordinate meetings, business lunches, and domestic travel arrangements, including itineraries, accommodations, and logistics.
• Plan and execute end-to-end team events, including team-building activities, lunch & learns, celebrations, and departmental functions.
• Prepare, edit, and distribute correspondence, presentations, reports, meeting materials, and presentation packages for executives, Board members, and external stakeholders.
• Coordinate the execution of legal and corporate documents while maintaining strict confidentiality and meeting tight deadlines.
• Process a high volume of legal invoices, expense reports, purchase orders, and cheque requisitions for the Senior Vice President and direct reports.
• Coordinate logistics for quarterly Nominating, Environmental, Social and Governance Committee (NESGC) meetings, including meeting setup, catering, materials, and administrative support.
• Support the WIN (Women’s Initiative Network) Committee by coordinating committee initiatives, meetings, and events.
• Maintain filing systems, legal records, internal databases, reports, and the ESG data management system to ensure accurate documentation and recordkeeping.
• Coordinate Environmental Site Assessment visits and related site logistics.
• Provide administrative support to the Legal and ESG teams, including filing, scanning, photocopying, document uploads, and other administrative functions as required.
• Reconcile bank accounts and maintain banking records, as required.
• Participate in special projects and perform other duties as assigned.

Benefits

• An Extensive Health and Benefits Program that includes health and dental benefits starting on day one, healthcare and wellness/lifestyle spending accounts, access to an employee family and assistance program, virtual healthcare services, and other resources to support your overall well-being.
• A Comprehensive Retirement Program to help prepare you for your future. This includes matching employee contributions in a retirement savings plan, pension plan, and an employee unit purchase plan.
• Work/Life Balance that prioritizes you. Enjoy flexible work hours, an extra-long weekend with our RioCan Cares Day, and half days before every long weekend in the summer.
• Professional Growth and Development opportunities to advance your skills and grow your career through our continuing education reimbursement, mentorship and leadership development programs, on-demand online learning, and cross-functional training opportunities.
• Additional Perks and Benefits that include paid time off, parental leave top-up, employee discounts, referral and recognition programs, and year-round opportunities to connect through community initiatives, committees, and social events.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: Associate degree