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Executive Assistant

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Colliers

Sep 18, 2024

  • Job
    Full-time
    Senior Level
  • People, HR & Administration
    Business, Operations & Strategy
  • Toronto
  • Quick Apply

AI generated summary

  • You need 7+ years as an Executive Assistant, a Bachelor’s degree preferred, advanced Microsoft Office skills, and the ability to manage projects and create consistent presentations under tight deadlines.
  • You will manage calendars, organize travel and meetings, prepare communications, handle expenses, and coordinate events while ensuring confidentiality and proactive support for executives.

Requirements

  • Minimum 7+ years of Executive Assistant experience within a fast-paced professional services environment, managing multiple executives.
  • Bachelor’s Degree in Business Administration or related field preferred.
  • Advanced knowledge of all Microsoft Office programs (Word, Excel, PowerPoint and Outlook)
  • Ability to process instructions and successfully execute projects from start to finish, meeting critical deadlines, including coordinating critical leadership sessions.
  • Ability to create and edit presentations and other written communication to ensure consistency in tone and message.

Responsibilities

  • In this role, you will provide executive administration support to the President & Chief Executive Officer | Canada and other team members in the Office of the CEO in all administrative and coordinative tasks.
  • You will also provide support to other members of the Canadian senior leadership team as required and supportable by workload.
  • This role will include coordination of calendars, organization of travel and meetings, preparation of correspondence communications and presentations, processing expenses and other related invoices, and organization of events as needed.
  • You will have extensive experience in cross-group coordination at all levels, along with superb written and oral communication skills and planning skills with the ability to function effectively with minimal direction.
  • You will be a trusted partner to executives, acting in utmost confidentiality.
  • You will proactively identify tasks to complete and be able to anticipate needs, always being one step ahead.
  • You will handle all company-related expenses in a timely manner to ensure proper reimbursement.
  • You will handle sensitive and highly confidential information for executive(s) relating to the company, employees, compensation, etc.
  • You will prepare written reports and communication to internal and external business partners and professionally interact with same.
  • You coordinate meetings, organize and schedule large and complex activities such as cross-functional events, business travel, conferences and department activities.

FAQs

What is the work arrangement for this position?

This position is a hybrid role with the expectation to be onsite 4 days a week out of our 181 Bay Street location in Toronto.

What are the primary responsibilities of the Executive Assistant?

The primary responsibilities include providing executive administrative support to the President & CEO, organizing calendars, managing travel and meetings, preparing correspondence and presentations, processing expenses, and organizing events as needed.

What experience is required for this role?

A minimum of 7+ years of Executive Assistant experience within a fast-paced professional services environment, managing multiple executives is required.

Is a specific educational background preferred for this role?

Yes, a Bachelor’s Degree in Business Administration or a related field is preferred.

What software skills are necessary for this position?

Advanced knowledge of all Microsoft Office programs (Word, Excel, PowerPoint, and Outlook) is necessary.

What kind of skills would be considered a bonus for candidates?

Bonus skills include experience in events and conferences as well as commercial real estate experience.

How does this role support company executives?

This role enables executives to effectively manage their time and workload by handling administrative tasks and anticipating their needs.

Will the role involve processing sensitive information?

Yes, you will handle sensitive and highly confidential information for executives relating to the company, employees, compensation, etc.

What types of events will the Executive Assistant be responsible for coordinating?

The Executive Assistant will coordinate meetings, organize large and complex activities such as cross-functional events, business travel, conferences, and department activities.

Is Colliers an equal opportunity employer?

Yes, Colliers is an equal opportunity employer and values diversity in its workforce. They encourage applications from all qualified individuals and provide accommodations for disability-related needs throughout the recruitment process.

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Colliers

Accelerating Success

Real Estate
Industry
10,001+
Employees
1976
Founded Year

Mission & Purpose

Colliers (NASDAQ, TSX: CIGI) is a leading diversified professional services and investment management company. With operations in 66 countries, our 18,000 enterprising professionals work collaboratively to provide expert real estate and investment advice to clients. For more than 28 years, our experienced leadership with significant inside ownership has delivered compound annual investment returns of approximately 20% for shareholders. With annual revenues of $4.5 billion and $98 billion of assets under management, Colliers maximizes the potential of property and real assets to accelerate the success of our clients, our investors and our people. Learn more at corporate.colliers.com, Twitter @Colliers or LinkedIn.