Executive Assistant

Toronto, ON (view on map)

Posted 1 month ago

Job Description

Job Title

Executive Assistant

Job Description Summary

The Executive Assistant is responsible for managing the office of the Executive Managing Director for Asset Services Canada. Accountabilities cover a broad range of administrative tasks as well as expectations in supporting and as assigned, coordinating strategic initiatives, communications, and effective client support and delivery both internal and external.

Job Description

Essential functions and responsibilities

Administration and Office Support

• Manage the day to day operation of the EMD’s office:
• Complex and high-volume calendar management; understand how to plan a schedule that balances and prioritizes competing client needs as well as operational demands
• Keep the EMD on schedule; anticipate delays and communicate to affected parties as needed, promptly and professionally
• Plan and coordinate complex travel arrangements
• Plan and coordinate activities related to the EMD and their direct reports as needed
• Prepare meeting agendas, attend meetings as requested and take detailed, minutes, follow up with the EMD’s direct reports on deliverables.
• Ensure meeting material is collected, packaged and sent reasonably in advance to the EMD and meeting attendees as needed, for review.
• Work with and support the CWAS and CW Operations teams as needed
• Work closely with the People Partner (HR) team as required
• Evaluate and document innovative service delivery options and share insights across markets
• Triage incoming correspondence and requests; compose draft correspondence for review and delivery . Also proof final communication prior to distribution.
• Prepare, collect and maintain information for the preparation of confidential reports, proposals, and other materials as requested
• Anticipate manager(s) and business needs and undertake necessary actions to produce effective results on time
• Support meetings and convenings with internal and external stakeholders, as necessary; be comfortable with business-enabling technologies (e.g., video conference set up, presentation set up, and virtual meetings and webinars)
• Be present and facilitate client (internal and external) as required

Track Opportunities

• Track all stages of business development activities for the EMD, ensuring they are prepared with the required details, follow up notes, etc. for successful deal closure.

Enter Expense Reports

• Timely collection and submission of expense reimbursement documents, such as receipts, and other information
• Attribute expenses to specific deals or other codes and track against budget
• Enter expense reports into Workday
• Follow up and correct errors, requests for additional information and payment

File Management

• Create filing system for own and/or manager(s) files using initiative
• Maintain files, such as documents provided by EMD or other CWAS executive members, as directed by the EMD

Other Duties

• This job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned at any time with or without notice.

Reporting relationship

Role will report to the following:

• Executive Managing Director(s), Asset Services Canada

Metrics

Role will be evaluated on the following:

• Ability to successfully and effectively manage the EMD’s calendar
• Positive attitude
• Business acumen
• Organization skills
• Interpersonal and communication skills
• Turnaround time
• Initiative and throughput

Key Competencies

• Strong proficiency in Microsoft office suite of products
• Advanced time management and organization skill
• Excellent written, oral, and presentation skills
• Ability to plan, organize and manage processes
• Knowledge of office administrative duties and basic HR practices
• Business and basic financial acumen
• Proven interpersonal skills, including demonstrated ability to effectively manage conflict
• Ability to communicate effectively with executive and other senior level employees and clients
• Ability to work individually or as part of team
• Identify opportunities to drive efficiency and improve effectiveness in day to day processes

Important education 

• Post-secondary education with a focus on Administrative studies, or the equivalent in additional working

Important experience

• A minimum of 5-7 years of executive-level administrative experience
• Exposure to project and process management
• Exposure to executive communications
• Business acumen and professional discretion

Additional Eligibility Requirements

• See Key Competencies

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets. May require occasional travel, however it is less than 5% of the time. While there is opportunity for remote work flexibility, it is expected that this role is present in the office the majority of the time. The incumbent must be on site in the office 3 times a week and flexible depending on requirements for support

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to communicate with others and exchange accurate information; operate a computer and other office productivity machinery; move about the workplace; remain in a stationary position for 15% of the time; and extend hands and arms in any direction.

AAP/EEO Statement

C&W provides equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law.  Further, C&W takes affirmative action to ensure that applicants are employed and employees during employment are treated without regard to any of these characteristics.  Discrimination of any type will not be tolerated.

Cushman & Wakefield is committed to equity in employment and our goal is to have a diverse, inclusive, and barrier-free workplace. If you are a person with a disability and need the job posting in an alternative format or any other accessible accommodations during the hiring process, please email your request to canadarecruitment@cushwake.com. Please refer to the job title and job location when you contact us.Cushman & Wakefield s’engage à respecter l’équité en matière d’emploi. Notre objectif est d’offrir un milieu de travail diversifié, inclusif et exempt d’obstacles. Si vous êtes une personne handicapée et que vous avez besoin de recevoir l’offre d’emploi dans un autre format ou d’accéder à toute autre mesure d’adaptation au cours du processus d’embauche, veuillez soumettre votre demande par courriel à canadarecruitment@cushwake.com. Veuillez mentionner le titre de poste et le lieu de travail au moment de communiquer avec nous.