Executive Assistant, SVP, Operations Job Location CA-ON-Toronto | CA-ON-Etobicoke Posted Date 11 hours ago(1/15/2025 4:37 PM)   2025-13992   Permanent Full Time   Experienced Building : Address 11 Church Street   Executive EAs, Operations Services, Real Estate and Property Management  

 

 

Reports To: Senior Vice President, Operations 

 

Position Summary: The Executive Assistant to our Senior Vice President, Operations, provides superior administrative support and coordination to the members of the Operations team. This role is primarily responsible for calendar management, email management, meeting preparation and other administrative services. The ideal candidate for this role should possess the ability to adapt and think strategically to address potential challenges or opportunities within the various teams in the operational unit.

  

Responsibilities:

Manage calendar and schedule/reschedule all meetings including Team’s, Webex and appointments as requiredDevelop and maintain a well-organized e-filing system that permits ease of reference and rapid retrieval of information and documentsManage day-to-day routine, including expanding and updating professional knowledge, computer skills in order to enhance individual and team productivity while adjusting to changing environments and new technologies.Proactively assess team and project needs, identifying potential obstacles and developing strategic, forward-thinking solutions to address them.Coordinate execution of various documents, including memoranda, Construction documents etc.Coordinate and facilitate Leadership Team meetings by booking boardrooms, managing agendas, accurately recording detailed meeting minutes, and tracking and prioritizing follow-up actions to ensure accountability and progress.Prepare reports and correspondenceRespond to/screen telephone callsCoordinate and assist with scheduling and booking travelHandle all incoming/outgoing mail as well as mail to be sent out by courierCoordinate, support and assist with internal and external partner inquiriesProvide support for Engineering and Project Management, Ancillary, Technical Services and Sustainability and Conservation team leads as requiredAssist with reviewing and revising documentsPrepare expense reportsCoordinate various department needs of the Operations Services departmentPrepare reports and memos to disseminate to internal and external partnersMonitoring, reviewing and enhancing the online corporate portal, ensuring Operations Services details are currentAs and when required, performing EA duties for the Sr. Director’s and other senior members of the Operations Services team

               

 

Qualifications:

5-10 years providing senior-level executive supportPrior experience working in a legal environmentPost-secondary diploma or certificate from a Law Clerk program (an asset)Excellent verbal and written communication skillsHave working knowledge of Microsoft Word, Excel and Outlook including SharePointAbility to multi-task and meet tight deadlinesExcellent organizational and scheduling skillsStrong analytical, critical thinking and creative thinking skillsClient-service oriented, including strong interpersonal and relationship building skillsProven ability to multi-task, work well under pressure and adjust to changing needs of the departmentAttention to detailAbility to work in a team