Executive Assistant (Executive Advisor)

Canada Lands Company; Toronto; On-site; CAD 80,000 - 100,000; Full time

Job summary

A public sector organization in Toronto is seeking an Executive Advisor to provide executive and administrative support to the Executive VP, Finance and CFO. This role involves managing office tasks, organizing meetings, and ensuring communication flows effectively within the organization. The ideal candidate has at least seven years of executive administrative experience and is proficient in English and French. This position requires strong computer skills with MS Office applications and knowledge of real estate planning is an asset.

Qualifications

• A minimum of seven years of executive administrative experience is required.
• Superior knowledge of computer equipment and software applications.
• Knowledge of real estate planning and development activities is an asset.

Responsibilities

• Manage complex office work requiring independent judgement.
• Organize and support the Manager in various meeting preparations.
• Make travel arrangements and prepare expense accounts.

Skills

Executive administrative experience

Computer applications knowledge

Bilingualism (English / French)

Education

Post-secondary degree or diploma

Tools

MS Word

PowerPoint

Excel

Outlook

Job description

Short Summary

The Executive Advisor acts as a true business partner providing executive, administrative and program support to the Executive VP, Finance and CFO (‘the Manager’). The Executive Advisor maintains oversight of the daily operations of the Vice President, Finance and CFO’s office ensuring the appropriate flow of information and materials between the CFO’s office, his direct reports, Senior Management Team, President & CEO and Board of Directors.

This role also provides support to the Finance and Information Technology management teams as well as others within the Finance department.

Job Description

Executive Support and Assistance

• Work hand-in-hand with the Executive Vice President, Finance and CFO in achieving the long and short-term goals of the team related to finance, risk and information technology (“IT”) functions. These tasks include, but are not limited to:
• Manage complex office work requiring the use of independent judgement and initiative which can include but is not limited to ensuring that timelines and deadlines are respected for all initiatives, objectives, projects and matters of the department.
• Organize and support the Manager in the preparation of quarterly Board of Directors meetings, Senior Management meetings and other internal and external meetings, including drafting reports, PowerPoint presentations, and other documents as required. Composes and prepares complex letters, emails, memorandums, and reports by identifying required information, researching and gathering background information from appropriate sources.
• Schedule management: Identifies potential problems and shifting priorities to adjust the Manager’s schedule as necessary.
• Contacts the following personnel upon request of the Manager: Executive level personnel across and outside the corporation, including major customers, to solve problems, arrange appointments, obtain/exchange information, and to personally receive them on behalf of the Manager; Administrative support staff across and outside the corporation to solve problems, arrange appointments, obtain/exchange information and to expedite administrative action; All levels of staff within the organization to expedite action on behalf of the Manager.
• Make travel arrangements; prepare expense accounts and payment vouchers; ensure they are kept in good order; and manual files and folders of the Manager.
• Monitors, organizes and archives emails, records and documents in accordance with Company records management procedures.
• Screens requests and identifies issues to determine priority of action, screens visitors, phone calls, and reads and ranks incoming mail, especially electronic mail.
• Briefs the Manager before appointments or meetings are booked, if applicable.
• Receives visitors and answers phone calls, provides information, and refers visitors/callers to appropriate individuals with a high regard for sensitive and confidential matters.

Process Management and Administration

• Leads the monthly Board of Directors and Senior Management expense disclosure process (as per Access to Information Act).
• Leads the monthly Executive Dashboard process, troubleshooting issues, providing support, and providing training on use of the Supplemental and Executive Dashboard to all relevant CLC employees.
• Act as a member of the Risk Management Function, including the annual Risk Refresh process, with survey creation, reporting, presentation development, arrange appointments, meetings, obtain/exchange information and liaise with external partner.
• Serve as Company Pension Committee secretary, including taking minutes, documenting action items, scheduling meetings, drafting agendas, communicating with members and consultants, as well as delivering information and materials, as part of meeting planning, etc.
• Reviews and prepares Board of Directors expense reimbursements and quarterly retainers/per diems and works with Payroll Services and Accounts Payable to ensure timely and accurate payments.
• Coordinate and deliver onboarding to select new employees on behalf of the Finance Department.
• Special projects assigned by the Manager and other duties and accountabilities, as required.

Qualifications

Post‑secondary degree or diploma, or equivalent experience is required.

A minimum of seven years of executive administrative experience is required.

Superior knowledge of computer equipment and software applications, including MS Word, Power Point, Excel and Outlook.

Knowledge of real estate planning and development activities is an asset.

Bilingualism (English / French) is strongly preferred.