Executive Assistant

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

Job summary

A leading company in real estate is seeking an experienced Executive Assistant to provide high-level support to two executives. The role requires confidentiality, excellent organizational skills, and the ability to manage multiple priorities in a fast-paced environment. The ideal candidate will have at least 7 years of experience and proficiency in MS Office, especially PowerPoint.

Qualifications

• At least 7 years of experience as an Executive Assistant.
• Experience in Real Estate or Construction is a strong asset.

Responsibilities

• Perform administrative tasks including calendar management and travel arrangements.
• Handle confidential matters with discretion.
• Coordinate meetings and events.

Skills

Communication

Organizational Skills

Interpersonal Skills

Attention to Detail

Tools

MS Office

PowerPoint

Job description

Location:

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

Executive Assistant

Choice Properties is seeking an Executive Assistant to provide high-level administrative support to two executives: the Senior Vice President, Construction, and the Vice President, National Property Operations, Capital & Lease Administration.

The roles and workload for each executive differ significantly, requiring an experienced assistant capable of supporting both effectively. Confidentiality and sound judgment are essential in this role.

Responsibilities:

1. Perform a variety of administrative tasks including calendar and email management, event planning, travel arrangements, expense reports, and preparing or modifying correspondence, materials, and agendas.
2. Handle sensitive and confidential matters with discretion.
3. Prioritize tasks daily and weekly, exercising good judgment to determine task urgency.
4. Assist in pre-screening reports for accuracy before final review by executives.
5. Manage database and platform maintenance, collaborating with stakeholders to ensure data accuracy and proper escalation of issues.
6. Update daily checklists for executives.
7. Support company surveys, developing and executing action plans as needed.
8. Prepare and modify documents, presentations, reports, memos, and emails.
9. Manage deadlines and adapt to changing priorities with sensitivity to time constraints.
10. Coordinate meeting preparations, including materials development and formatting.
11. Oversee workflow for the VP of National Property Operations, including invoice review, approval, and follow-up.
12. Act as liaison internally and externally at all organizational levels.
13. Coordinate conferences, events, and meetings, including booking rooms, catering, and technical equipment.
14. Provide additional administrative support such as filing and photocopying.

Qualifications:

1. At least 7 years of experience as an Executive Assistant; experience in Real Estate or Construction is a strong asset.
2. Proficiency in MS Office, especially PowerPoint, with keen attention to detail.
3. Excellent written and verbal communication skills.
4. Strong interpersonal skills to build internal and external relationships.
5. Ability to handle confidential information professionally.
6. Exceptional organizational and time management skills, capable of managing multiple priorities in a fast-paced environment.
7. Alignment with Choice Properties’ CORE values and company culture.

About Choice Properties:

Choice Properties REIT owns, manages, and develops retail and commercial real estate across Canada, with a portfolio of over 700 properties and approximately 65 million square feet of leasable area. Our strategy focuses on necessity-based retail, industrial, and mixed-use assets, with a strong relationship with Loblaw providing access to high-quality investment opportunities. We are committed to diversity, legal compliance, and continuous learning, fostering an inclusive and ethical workplace.

Number of Openings: 1

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