Executive Assistant

Primaris REIT; Toronto; On-site; CAD 75,000 - 90,000; Full time

Job summary

Primaris REIT is seeking an Executive Assistant to provide confidential executive support to a member of the C-Suite at our Toronto Head Office on a temporary approx. 14‑month contract.

You will manage calendars, coordinate meetings and travel, prepare business documents, and liaise with stakeholders while ensuring confidentiality and efficiency in a fast-paced real estate environment.

Qualifications

• Minimum 5 years of executive administrative experience supporting senior leaders.
• Experience supporting C-Suite or Senior Vice Presidents is preferred.
• Experience in commercial real estate, property management or related industry is an asset.

Responsibilities

• Manage calendars, meetings, appointments, and scheduling priorities.
• Coordinate meetings, including agendas, materials, minutes and follow-up actions.
• Track action items, deadlines, and follow-up activities to support timely completion of executive priorities.
• Prepare, edit and proofread correspondence, reports, presentations and other business documents.
• Liaise professionally with employees, Board members, clients, tenants, consultants and other stakeholders.
• Screen and prioritize incoming communications and respond independently where appropriate.
• Coordinate domestic and international travel arrangements and prepare expense reports.
• Coordinate invoice processing, expense reconciliation and record maintenance (Yardi or similar).
• Maintain organized electronic and physical filing systems and ensure confidentiality of documents.
• Assist with special projects and provide administrative support for Executive Leadership Team initiatives.
• Coordinate logistics for meetings, conferences, Board meetings and corporate events.
• Suggest improvements to administrative processes and procedures.

Skills

Calendar management

Meeting coordination

Travel coordination

Executive support

Education

Diploma or degree in Business Administration/related field

Professional administrative certification (asset)

Tools

Microsoft Office 365

Job description

Primaris REIT is currently hiring a dedicated and highly organized Executive Assistant to join our team at our Toronto Head Office on a temporary contract of approximately 14 months. In this role, you will provide confidential executive support and manage executive priorities through calendar management, meeting and travel coordination, and the preparation of business documents. If you thrive in a fast-paced environment and have exceptional organizational and communication skills, this exciting opportunity is perfect for you!

Vacancy Status: Replacement

Role:

As the Executive Assistant, you will be responsible for providing confidential administrative and executive support to a member of the C-Suite and/or Senior Vice President. You will also:

• Manage calendars, meetings, appointments, and scheduling priorities.
• Coordinate meetings, including agendas, materials, minutes, and follow-up actions.
• Track action items, deadlines, and follow-up activities to support the timely completion of executive priorities.
• Prepare, edit, and proofread correspondence, reports, presentations, and other business documents.
• Liaise professionally with employees, Board members, clients, tenants, consultants, and other internal and external stakeholders.
• Screen and prioritize incoming communications and respond independently where appropriate.
• Coordinate domestic and international travel arrangements and prepare expense reports.
• Coordinate invoice processing, expense reconciliation, and record maintenance using Yardi or similar accounting systems.
• Maintain organized electronic and physical filing systems and ensure document confidentiality.
• Assist with special projects and provide administrative support for Executive Leadership Team initiatives.
• Coordinate logistics for meetings, conferences, Board meetings, and corporate events.
• Recommend improvements to administrative processes and procedures.
• Support Office Services activities, as required.
• Other reasonable job duties and/or projects may be assigned.

Requirements:

• Diploma or degree in Business Administration, Office Administration, Executive Administration, or a related field; post-secondary education preferred.
• Professional administrative certification is considered an asset.
• Minimum 5 years of executive administrative experience supporting senior leaders in a corporate environment.
• Experience supporting C-Suite executives or Senior Vice Presidents is preferred.
• Experience in commercial real estate, property management, development, financial services, or a related industry is an asset.
• Proficiency in Microsoft Office 365, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
• Experience with Yardi or similar property management/accounting software is an asset.
• Working knowledge of commercial real estate operations, terminology, and documentation is an asset.
• Strong organizational, communication, and business writing skills.
• Exceptional attention to detail and the ability to maintain confidentiality.
• Proven ability to manage multiple priorities, meet deadlines, and coordinate administrative activities in a fast-paced environment.
• Strong interpersonal and stakeholder service skills, with sound judgment, initiative, and problem-solving abilities.

Join us and play a vital role in supporting executive operations and fostering positive relationships with internal and external stakeholders. We are seeking individuals with a proactive attitude, exceptional organizational and communication skills, and a strong commitment to delivering accurate, professional, and confidential administrative support.

Compensation

At Primaris, we believe in rewarding talent with competitive wages and total compensation package. Your compensation is thoughtfully determined based on factors such as location, job level, relevant education or training, experience, knowledge, skills, and abilities, while ensuring internal equity and alignment with market data.

Expected Salary Range: CAD $75,000 - $90,000

Please note: This is the expected range for the position however, it should not discourage you from applying. If you believe you’re a strong fit for the role, we encourage you to submit your application regardless of salary expectations.

Beyond salary, our total rewards approach reflects our commitment to recognizing your contributions and supporting your growth.

AI Use & Accommodation:

To manage the large volume of applications, AI may be used in the recruitment process. If your qualifications align with the requirements of this role, you may be contacted for next steps.

Primaris REIT is an equal opportunity employer, committed to providing fair recruitment and employment practices to all employees and applicants. If you require accommodation for this role, please contact [e-mail].

• Communicate clearly, concisely, professionally and convey active listening and openness.
• Build positive relationships and demonstrate commitment, effort and a "take charge" attitude.
• Produce accurate work with attention to detail and consistently meet deadlines.
• Take ownership for actions, accept constructive criticism and make the necessary changes to behaviour.
• Overcome obstacles to get the job done, identify problems and recommend solutions.
• See change positively and adapt quickly to change in work requirements.

Values

• Respect: Value diverse perspectives, experiences and talents; treat others the way you would want to be treated
• Empowerment: Use the means provided to carry out responsibilities to the best of your ability and to implement creative ideas
• Integrity: Do the right thing, deliver on commitments and admit mistakes
• Teamwork: Work together as one team toward common goals
• Accountability: Hold yourself and others accountable for decisions and results

Next Steps

Primaris is committed to accessibility for persons with disabilities in the course of employment, including in recruitment and hiring. If, as a result of a disability, you require accommodation in order to apply for this role and/or participate in the recruitment process, please contact [e-mail].

Primaris REIT is Canada’s leading enclosed shopping centre-focused real estate investment trust. We own and operate a portfolio of 15.2 million square feet of dominant enclosed shopping centres valued at approximately $5.2 billion at Primaris’ share. Our vision is to champion and elevate retail for Canadians by creating an exceptional experience for our customers while maintaining a strong presence in the industry.