Title:  Executive Assistant

Short Summary

The Executive Assistant provides administrative and program support to the Vice President, Real Estate and Vice President, Acquisitions & Business Development.

Job Description

• Coordinates, schedules and organizes meetings and conferences with CLC employees, senior officials of the corporation, all levels of government, clients, consultants and other third parties.
• Sets up meetings as required.
• Screens requests and identifies issues to determine for priority; screens phone calls, and reads, screens and ranks VP, Real Estate and VP, Acquisitions & Business Development incoming electronic and hard copy mail.
• Provides initial responses to routine public inquiries and refers such inquiries to appropriate CLC staff for further response or action.
• Updates administration procedures and processes to better meet the operating requirements of the VP, Real Estate and VP, Acquisitions & Business Development.
• Provides administrative and secretarial support (e.g., logistics, hospitality) at internal and external meetings with stakeholders, consultants, government, and the public and arranges conference calls.
• Maintains the VP, Real Estate and VP, Acquisitions & Business Development calendar and contact lists and adjusts the VP, Real Estate and VP, Acquisitions & Business Development schedule based on shifting priorities and potential problems identified.
• Briefs the VP, Real Estate and VP, Acquisitions & Business Development before appointments or meetings with appropriate background information from computer information systems and/or files.
• Prepares and sends correspondence and supports the preparation and circulation of memoranda, minutes, reports, agendas and presentations.
• Ensures consistency and compliant formatting for Board reports and Power points.
• Makes travel and accommodation arrangements for the VP, Real Estate and VP, Acquisitions & Business Development office and prepares employee reimbursement and personal expense claims.
• Serves as administrative liaison between the VP, Real Estate and VP, Acquisitions & Business Development and the Executive team, other CLC real estate offices, CN Tower and administrative units (accounting, communications, human resources, legal, IT, records, etc.).
• Assists with various corporate communications and public relations functions.
• Performs the role of Records Management champion and liaison to fulfill the records management function related to VP, Real Estate and VP, Acquisitions & Business Development files, both digital and paper format.
• Verifies overhead expenses, prepares payment vouchers, balances overhead costs at month end and investigates queries on outstanding invoices.
• Establishes and maintains a network of support staff across the Regions to ensure that administrative policies and procedures in support of the VP, Real Estate and VP, Acquisitions & Business Development operations are effective.
• Greets visitors to the VP, Real Estate and VP, Acquisitions & Business Development in a helpful, professional and pleasant manner.
• Assists in the preparation, presentation, and follow-up for CLC public events as required.
• Maintains a thorough working knowledge of CLC Policies and Guidelines, procedures, records management, and information systems.
• Provides the VP, Real Estate and VP, Acquisitions & Business Development with IT support, including liaising with IT department;
• Other tasks as assigned by the VP, Real Estate and VP, Acquisitions & Business Development office.

Qualifications

• Minimum high school diploma required, with a preference for post-secondary education.
• Minimum of one to three years of experience in executive office administration required.
• Experience in client relations, customer service, and basic public relations required.
• Financial training and/or education, an asset.
• Proficiency with the use of standard office software, including Microsoft Word, Excel, Powerpoint, Outlook, Sharepoint, and Teams.
   

Working Conditions