Executive Assistant

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

Job summary

A leading real estate company in Toronto is seeking an Executive Assistant to support senior executives. This role involves extensive organization and collaboration, requiring a proactive self-starter with over 10 years in a similar high-level administrative position. Key responsibilities include managing schedules, preparing documents, and liaising with stakeholders. The company offers competitive compensation, matched savings plans, and comprehensive healthcare benefits from day one.

Benefits

Company-matched savings plans

Fully paid Extended Healthcare benefits

Annual Wellness Subsidy

Tuition & Development Program

Employee Referral Program

Qualifications

• 10+ years of experience in a senior administrative role.
• Experience with publicly traded companies is a strong asset.

Responsibilities

• Manage scheduling and meeting facilitation.
• Prepare correspondence and presentations.
• Process invoices and expense reports.
• Manage travel requirements as needed.
• Act as liaison with internal and external stakeholders.

Skills

Expert-level experience with MS Excel

Excellent organizational skills

Well-developed communication skills

Proactive self-starter

Attention to detail

Education

Post-secondary degree

Tools

MS PowerPoint

MS Word

MS Outlook

Job description

First Capital [TSX: FCR.UN] owns, operates, and develops grocery anchored open air centres in neighbourhoods with the strongest demographics in Canada. Through the expertise and collaboration of our team, we create thriving properties which generate value for businesses, investors, and our neighbourhoods. As one of the Greater Toronto Area’s top employers, we foster a vibrant culture that ensures equal opportunity and well‑being for all employees in a dynamic workplace. We are proud to provide rewarding opportunities to build meaningful careers in a fun and high performing environment.

THE ROLE:

The Executive Assistant will provide administrative and strategic support to our Senior Vice President, Brand & Culture, and to our Senior Vice President, General Counsel & Corporate Secretary, at our head office in Liberty Village. This role will be a true partner in the business and involve extensive organizing, coordinating, planning, and collaborating. The successful candidate will be a forward‑thinking team player with a high degree of professionalism, confidentiality, discretion, and judgment. A keen eye for detail with a service‑oriented attitude is also essential.

WHAT YOU WILL DO:

• Anticipate the needs and work ahead to provide solutions.
• Manage all requirements in support of smooth and efficient meeting facilitation, including scheduling, agendas, presentations, minutes, etc.
• Prepare a variety of correspondence, presentations, and documents.
• Manage travel requirements as needed.
• A team champion of technology, embracing all the technology available and harnessing it to streamline processes.
• Process invoices and expense reports promptly and per our accounting policies.
• Assist with the annual budget process, including monthly reporting and quarterly accruals, and the application of appropriate e‑billing system.
• Establish and maintain electronic filing systems.
• Act as key liaison with internal and external stakeholders, including board members, senior executives, and employees.
• Develop and maintain relationships with peer business Executive Assistants and others across the organization.
• Perform various other duties as delegated or assigned including support for special projects and transactions. Take initiative and find new ways to add value and create efficiencies.

WHAT YOU BRING:

• Post‑secondary degree with ten (10) plus years’ experience in a similar senior administrative role, preferably within a corporate environment.
• Experience at a similarly publicly traded company and working with Boards is a strong asset.

WHAT YOU NEED TO BE SUCCESSFUL:

• Expert‑level experience with MS Excel, PowerPoint, Word, and Outlook.
• Well‑developed communication and interpersonal skills to effectively collaborate across all levels within and outside the organization.
• Poise, confidence, excellent organizational skills, and initiative.
• Proactive self‑starter with a 'can‑do' attitude who can anticipate executives' needs and provide solutions.
• Excellent attention to detail and time management skills to with the ability multi‑task in a fast‑paced environment.

WHAT WE OFFER:

We invest in People. Along with our competitive compensation packages—we're always thinking of new ways for our people to share in the company's success. We are very proud to offer the following to our employees:

• Company‑matched savings plans
• Fully paid Extended Healthcare benefits from day one
• Annual Wellness Subsidy
• Tuition & Development Program
• Employee Referral Program
• Rewards and Recognition Programs
• Paid time off during December holiday season
• Parental leave benefits

Our people are what makes us different. At First Capital we are committed to workplace diversity and inclusion within our organization, therefore, we encourage all qualified persons from all backgrounds to apply. Accommodations are available, upon request, to all applicants with disabilities throughout our hiring process. To discuss any accommodation, please email us at [e-mail].