Executive Assistant

Choicereit; Toronto; On-site; CAD 70,000 - 90,000; Full time

Job summary

A leading company in the real estate sector seeks an Executive Assistant to provide high-level administrative support to the Senior Vice President, General Counsel, and Secretary. The role demands confidentiality, exceptional organizational skills, and proficiency in MS Office. The ideal candidate will manage complex schedules, prepare detailed reports, and coordinate meetings while ensuring a high level of professionalism.

Qualifications

• 7+ years of Executive Assistant experience required.
• Experience in Real Estate and/or Legal is a strong asset.

Responsibilities

• Manage calendar, email, and travel arrangements for the Executive.
• Handle sensitive and confidential matters.
• Prepare and modify documents for meetings.

Skills

Communication

Organizational Skills

Interpersonal Skills

Attention to Detail

Education

High School Diploma

Tools

MS Office

PowerPoint

Job description

time left to apply End Date: May 31, 2025 (17 days left to apply)

job requisition id R2000540380

Location:

22 St. Clair Avenue East, Toronto, Ontario, M4T 2S5

Executive Assistant for the Senior Vice President, General Counsel & Secretary

Choice Properties is looking for an Executive Assistant to provide high level administrative support to the Senior Vice President, General Counsel and Secretary. In this role, a high degree of confidentiality and judgment is required.

Responsibilities:

• Complete a broad variety of administrative tasks for the Executive including calendar and email management, event planning, travel arrangements, expense reports, preparing, and/or modifying correspondence, materials and agendas, and work on special projects/assignments as required.
• Handle highly sensitive and confidential matters as part of daily administrative duties.
• Support in pre-screening various reports for accuracy and completeness prior to sharing with Executive for final review.
• Support with database/platform management and maintenance, and partner with all relevant stakeholders to ensure information is accurate and escalations are actioned as required.
• Update Executives’ daily checklists.
• Manage team participation in company surveys, support development and execution of action plans, as appropriate.
• Prepare or modify documents such as internal and external presentations, correspondence, reports, memos and emails.
• Display sensitivity to tight deadlines as well as to multiple and changing priorities.
• Prepare for meetings including determining internal deadlines and coordinating and developing materials for review by appropriate Executives, formatting and posting final material.
• Workflow management – first point of review for invoices, purchase orders, ensure correct persons review and enter invoices, once approved, and follow up with outstanding invoices.
• Follow up and act as a liaison with various individuals both internally and externally, at all levels of the organization.
• Coordinate conferences and special events, booking conference rooms/meeting rooms /arranging for catering services and technical equipment and materials as appropriate.
• Other administrative support such as filing and photocopying as required.

Qualifications:

• 7+ years of Executive Assistant experience. Experience in Real Estate and/or Legal is considered a strong asset.
• Proficiency in MS Office with exceptional skills in Work and PowerPoint and a keen attention to detail and high degree of accuracy.
• Superior written and oral communication skills.
• Excellent interpersonal skills with the ability to foster and develop strong internal and external relationships.
• Able to deal with sensitive business information in a confidential and professional manner.
• Superior organizational and time management skills, with the demonstrated ability to work effectively in a fast-paced environment, and juggle multiple priorities.
• Exhibits Choice Properties’ CORE (care, ownership, respect and excellence) values and Blue culture to deliver results.

About Choice Properties

Choice Properties Real Estate Investment Trust is an owner, manager and developer of well-located retail and commercial real estate across Canada. Choice Properties' portfolio spans approximately 65 million square feet of gross leasable area and consists of over 700 properties primarily focused on supermarket-anchored shopping centres and stand-alone supermarkets. Choice Properties’ strategy is to create value by enhancing and optimizing its portfolio through accretive acquisitions, strategic development and active property management. Choice Properties' principal tenant is Loblaw Companies Limited, Canada's largest retailer. Choice Properties' strong alliance with Loblaw positions it well for future growth. A commitment to continuous learning and development is a strong part of our culture.

Choice Properties REIT recognizes Canada's diversity as a source of national pride and strength. We have made it a priority to reflect our nation’s evolving diversity in the people we hire, and the culture we create in our organization. Accommodation is available upon request for applicants and employees with disabilities.

In addition, we believe that compliance with laws is about doing the right thing. Upholding the law is part of our Code of Conduct – it reinforces what our customers and stakeholders expect of us.

Number of Openings:

1

Location:

22 St. Clair Avenue East, Toronto, Ontario, M4T 2S5

Executive Assistant for the Senior Vice President, General Counsel & Secretary

Choice Properties is looking for an Executive Assistant to provide high level administrative support to the Senior Vice President, General Counsel and Secretary. In this role, a high degree of confidentiality and judgment is required.

Responsibilities:

• Complete a broad variety of administrative tasks for the Executive including calendar and email management, event planning, travel arrangements, expense reports, preparing, and/or modifying correspondence, materials and agendas, and work on special projects/assignments as required.
• Handle highly sensitive and confidential matters as part of daily administrative duties.
• Support in pre-screening various reports for accuracy and completeness prior to sharing with Executive for final review.
• Support with database/platform management and maintenance, and partner with all relevant stakeholders to ensure information is accurate and escalations are actioned as required.
• Update Executives’ daily checklists.
• Manage team participation in company surveys, support development and execution of action plans, as appropriate.
• Prepare or modify documents such as internal and external presentations, correspondence, reports, memos and emails.
• Display sensitivity to tight deadlines as well as to multiple and changing priorities.
• Prepare for meetings including determining internal deadlines and coordinating and developing materials for review by appropriate Executives, formatting and posting final material.
• Workflow management – first point of review for invoices, purchase orders, ensure correct persons review and enter invoices, once approved, and follow up with outstanding invoices.
• Follow up and act as a liaison with various individuals both internally and externally, at all levels of the organization.
• Coordinate conferences and special events, booking conference rooms/meeting rooms /arranging for catering services and technical equipment and materials as appropriate.
• Other administrative support such as filing and photocopying as required.

Qualifications:

• 7+ years of Executive Assistant experience. Experience in Real Estate and/or Legal is considered a strong asset.
• Proficiency in MS Office with exceptional skills in Work and PowerPoint and a keen attention to detail and high degree of accuracy.
• Superior written and oral communication skills.
• Excellent interpersonal skills with the ability to foster and develop strong internal and external relationships.
• Able to deal with sensitive business information in a confidential and professional manner.
• Superior organizational and time management skills, with the demonstrated ability to work effectively in a fast-paced environment, and juggle multiple priorities.
• Exhibits Choice Properties’ CORE (care, ownership, respect and excellence) values and Blue culture to deliver results.

About Choice Properties

Choice Properties Real Estate Investment Trust is an owner, manager and developer of well-located retail and commercial real estate across Canada. Choice Properties' portfolio spans approximately 65 million square feet of gross leasable area and consists of over 700 properties primarily focused on supermarket-anchored shopping centres and stand-alone supermarkets. Choice Properties’ strategy is to create value by enhancing and optimizing its portfolio through accretive acquisitions, strategic development and active property management. Choice Properties' principal tenant is Loblaw Companies Limited, Canada's largest retailer. Choice Properties' strong alliance with Loblaw positions it well for future growth. A commitment to continuous learning and development is a strong part of our culture.

Choice Properties REIT recognizes Canada's diversity as a source of national pride and strength. We have made it a priority to reflect our nation’s evolving diversity in the people we hire, and the culture we create in our organization. Accommodation is available upon request for applicants and employees with disabilities.

In addition, we believe that compliance with laws is about doing the right thing. Upholding the law is part of our Code of Conduct – it reinforces what our customers and stakeholders expect of us.

Number of Openings:

1

Please Note: If you have Employee Self Service (ESS) on Workday, apply to this job via the Workday application.

time left to apply End Date: May 31, 2025 (17 days left to apply)

Choice Properties REIT is Canada’s leading diversified Real Estate Investment Trust. Led by an experienced management team, we are growing our retail portfolio of properties with necessity based grocery and pharmacy anchored retail real estate. The balance of the portfolio is comprised of high-quality industrial and office assets located in Canada’s largest markets. As a key business driver, the depth of our development pipeline creates immense value by capitalizing on a strong retail intensification program, combined with prime residential-focused mixed-use communities.

Choice Properties is a unique Real Estate organization; we operate as a highly successful innovative environment where employees are encouraged to demonstrate their highly evolved ability to achieve success in a resilient team-like environment. A commitment to continuous learning and development is a strong part of our culture.