Executive Assistant, SVP, Operations

Location: This position will be based between two of our offices located at 11 Church St., Toronto and 236 Dixon Road, Etobicoke.

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 required
• Develop and maintain a well-organized e-filing system that permits ease of reference and rapid retrieval of information and documents
• Manage 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 correspondence
• Respond to/screen telephone calls
• Coordinate and assist with scheduling and booking travel
• Handle all incoming/outgoing mail as well as mail to be sent out by courier
• Coordinate, support and assist with internal and external partner inquiries
• Provide support for Engineering and Project Management, Ancillary, Technical Services and Sustainability and Conservation team leads as required
• Assist with reviewing and revising documents
• Prepare expense reports
• Coordinate various department needs of the Operations Services department
• Prepare reports and memos to disseminate to internal and external partners
• Monitoring, reviewing and enhancing the online corporate portal, ensuring Operations Services details are current
• As 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 support
• Prior experience working in a legal environment
• Post-secondary diploma or certificate from a Law Clerk program (an asset)
• Excellent verbal and written communication skills
• Have working knowledge of Microsoft Word, Excel and Outlook including SharePoint
• Ability to multi-task and meet tight deadlines
• Excellent organizational and scheduling skills
• Strong analytical, critical thinking and creative thinking skills
• Client-service oriented, including strong interpersonal and relationship building skills
• Proven ability to multi-task, work well under pressure and adjust to changing needs of the department
• Attention to detail
• Ability to work in a team