Executive Assistant (12 Month Contract)

Choice Properties; Toronto; Hybrid; CAD 59,000 - 81,000; Full time

Benefits offered by this job

Accommodation upon request

Job summary

Choice Properties Real Estate Investment Trust is seeking an Executive Assistant on a 12-month contract in Toronto. The role provides high-level administrative support to Finance Executives, balancing calendars, correspondence, and board materials in a fast-paced, confidential environment.

The ideal candidate has at least five years of EA experience, strong proficiency with Word/Excel/PowerPoint/Outlook, and excellent communication and organizational skills.

Qualifications

• Five years of progressive Executive Assistant experience supporting senior Executives.
• Post-secondary program completion or equivalent.
• Real estate industry experience is an asset.
• Advanced proficiency in Word, Excel, PowerPoint, and Outlook.
• Strong verbal and written communication skills.
• Ability to handle confidential information with discretion.
• Excellent organizational and time management skills.
• Ability to work independently in a fast-paced environment.
• Event planning experience is an asset.

Responsibilities

• Provide administrative support to Finance Executives, including calendar and email management, travel arrangements, expense reporting, correspondence, meeting materials and agendas, and special projects.
• Prepare and revise internal and external presentations, correspondence, reports, board materials, and emails.
• Manage competing priorities with proactive calendar reminders for Executives.
• Coordinate materials for executive review and post final materials.
• Manage quarterly deliverables and internal approvals for board materials.
• Process invoices and purchase orders; track expenditures and follow up on outstanding items.
• Maintain records and support the annual budget process.
• Handle highly sensitive matters with confidentiality and professionalism.
• Coordinate events such as town halls and conferences; liaise with stakeholders.
• Provide other administrative support as required.

Skills

Calendar management

Email management

Travel arrangements

Expense reporting

Correspondence

Presentation support

Discretion with confidential matters

Stakeholder coordination

Event planning

Real estate awareness

Education

Post-secondary program completed

Tools

Word

Excel

PowerPoint

Outlook

Job description

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

Position Title: Executive Assistant (12 Month Contract)

Office Location: 22 St. Clair Ave. E

Hybrid Model: 4 days in office

Position Overview

The Executive Assistant will provide high-quality administrative and operational support to multiple Finance Executives, helping to ensure the effective coordination of daily priorities, meetings, communications, and key deliverables. This role requires a proactive and highly organized individual who can exercise sound judgment, manage sensitive and confidential information with discretion, and build strong working relationships with internal and external stakeholders. The successful candidate will be comfortable working in a fast-paced environment, balancing competing priorities, and anticipating the needs of the Executives and broader Finance team.

Responsibilities

• Provide comprehensive administrative support to Finance Executives, including calendar and email management, travel arrangements, expense reporting, correspondence, meeting materials and agendas, and special projects as required.
• Prepare and revise internal and external presentations, correspondence, reports, board materials, and emails.
• Manage competing priorities and tight deadlines by providing regular reminders and proactive daily calendar support for Executives.
• Support meeting preparation by setting internal deadlines, coordinating materials for executive review, and formatting and posting final materials.
• Manage quarterly deliverables, including coordinating internal approvals for board materials.
• Manage invoice and purchase order workflows, including initial review, processing invoices in Nexus for approval, and following up on outstanding items.
• Track expenditures, maintain records, review monthly reports, and support the annual budget process.
• Handle highly sensitive and confidential matters as part of daily administrative responsibilities.
• Act as a liaison with internal and external stakeholders at all levels, including the Executive Assistant team, and follow up as needed.
• Coordinate special events, such as town halls, and support projects and assignments as required.
• Coordinate conferences and meetings, including booking rooms, arranging catering, and ensuring technical equipment and materials are ready.
• Provide other administrative support, including filing and photocopying, as required.

Qualifications

• Minimum five (5) years of progressive Executive Assistant experience supporting senior-level Executives.
• Completion of a related post‑secondary program or an equivalent combination of education and relevant experience.
• Real Estate industry experience is considered an asset.
• Advanced proficiency in Word, Excel, PowerPoint, and Outlook, with the ability to manage calendars proactively.
• Strong verbal and written communication skills, with the ability to interact effectively with individuals at all levels of the organization.
• Ability to identify and manage sensitive business information with confidentiality and professionalism.
• Strong interpersonal skills and a professional demeanor.
• Ability to quickly build strong working relationships with Executives and business partners.
• Excellent organizational and time management skills, with the ability to prioritize and multitask while maintaining accuracy, urgency, confidentiality, and discretion.
• Quick learner with strong attention to detail.
• Proven ability to work independently in a fast‑paced environment with minimal supervision.
• Strong work ethic, sound judgment, and a collaborative approach.
• Event planning experience is considered an asset.

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 centers. Choice Properties’ strategy is to create value by enhancing and optimizing its portfolio through high quality transactions, strategic development and active property management. We mainly focus on necessity‑based retail, and high‑quality industrial and mixed‑use assets. In particular, we have a strategic relationship with Loblaw, our largest tenant, that provides us with access to high quality investment opportunities. Our established operating platform with a proven track record of success also provides us with access to a transformational development pipeline that we believe supports superior long‑term value creation and 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.

Additional Information

Number of Openings: 1

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

Hiring Range / Échelle salariale à l’embauche : $58,800.00 - $80,850.00 / 58.800,00$ - 80.850,00$ (per year / par an)

A candidate’s experience and knowledge as well as the geographical region in which the position is located may be factored into the pay a candidate receives for this position. This posting is for an existing vacancy. The Company uses artificial intelligence for the purpose of screening, assessing and/or selecting applicants for this position. / L’expérience et les connaissances d’un candidat ainsi que la région géographique dans laquelle le poste est situé peuvent être prises en compte dans la rémunération qu’un candidat reçoit pour ce poste. Cette offre d’emploi concerne un poste vacant existant. L’entreprise utilise l’intelligence artificielle dans le but de filtrer, d’évaluer et/ou de sélectionner les candidats à ce poste.

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.