Executive Assistant

Brookfield Properties; Chicago (IL); On-site; USD 80,000 - 95,000; Full time

Job summary

Brookfield Properties is seeking an Executive Assistant to support its logistics business in Chicago. The role involves managing office operations, supporting regional executives, and organizing various meetings and events. Ideal candidates will have strong organizational and communication skills, with a focus on discretion and professionalism.

Benefits

401K matching

Tuition reimbursement

Paid maternity leave

Summer Fridays

Employee referral program

Qualifications

• 3-5 years of experience supporting multiple senior leaders.
• High level of discretion and professionalism.
• Ability to work independently in fast-paced environments.

Responsibilities

• Provide comprehensive administrative support to regional executives.
• Manage day-to-day operations to ensure an efficient work environment.
• Organize and coordinate meetings, including preparing agendas and logistics.

Skills

Organizational skills

Communication skills

Interpersonal skills

Customer-service mindset

Time management

Education

H.S. diploma required

College degree preferred

Tools

Microsoft Office Suite

Concur

Job description

Location

Brookfield Chicago - 350 N Orleans Street, Suite 300

Business

For many, logistics are about order, organization, and orchestration. But at Brookfield Properties, we believe they can be so much more. It’s why our logistics solutions are imaginative. Ingenious. Inspiring. No matter the challenge, we deliver a fresh, personalized approach for our customers that never compromises on quality, efficiency, or security. Because where others see obstacles, we see opportunities.

If you're ready to be a part of our team, we encourage you to apply.

Job Description

We Are Brookfield Properties:

Brookfield Properties develops and operates over 1000 properties and 390 million square feet of high-quality, sustainability-focused real estate assets around the globe on behalf of Brookfield Asset Management, one of the world's largest alternative investment managers.

Our logistics business is a vertically integrated portfolio of 180M square feet across a footprint spanning five continents. We don't just build and manage buildings. We develop the hubs of commerce that connect people and goods globally – places that are the backbone of an ever-evolving supply chain. We're elevating the logistics business as we envision – and then deliver – the world's most forward-thinking properties, creating spaces where people, businesses, and communities thrive.

We are seeking an Executive Assistant to support our growing logistics business. This position will provide support to multiple regional executives and their teams. The ideal candidate will be detail-oriented, proactive, and able to work independently. The ability to interact with staff (at all levels) in a fast-paced environment while remaining positive, flexible, resourceful and efficient, and with a high-level of professionalism and confidentiality is crucial to this role. This position is in-office based in Chicago and reports to the Manager of Administration for N. America Logistics.

Role & Responsibilities:

• Provide comprehensive administrative support to regional executives and their teams, including calendar management, travel arrangements, expense reporting, and meeting coordination. Will require interaction with both internal and external executives, assistants, and team members to coordinate a variety of meetings with attention to different time zones
• Prepare and edit correspondence, reports, presentations, and other documents
• Organize and coordinate internal and external meetings, including agenda preparation, logistics, and hospitality services (catering, guest registration, etc.)
• Manage the day-to-day operations of the office to ensure a smooth and efficient work environment
• Oversee office supplies procurement, inventory, and vendor relationships
• Coordinate facility maintenance, office safety procedures, and equipment needs
• Support onboarding and offboarding processes in collaboration with HR and IT
• Plan regional events, meetings, volunteer events, and team-building activities. This includes collaborative efforts with Brookfield Cares, ESG team, and Marketing team
• Balance conflicting priorities to manage workflow, ensure the completion of essential projects, and meet critical deadlines
• Promptly respond to requests with courtesy and accuracy
• Assist Marketing Team with regional marketing efforts, such as event planning and on-site coordination, swag inventory, organizing marketing materials, and processing approved sponsorship/donation requests
• Collaboration with local, regional, and national administrative/office management staff
• Assist in troubleshooting basic IT deskside support issues as needed
• Additional tasks include, but are not limited to, mail services, copying and binding, office supply ordering, and submitting and processing of invoices

Your Qualifications:

• H.S. diploma required, College degree preferred
• 3 – 5 years of experience supporting multiple senior leaders and managing office responsibilities
• High level of discretion and professionalism; proven ability to handle confidential information appropriately
• Highly proficient with Microsoft Office Suite (Outlook, Word, PowerPoint, Excel)
• Experience with Concur travel and expense management
• Notary Public preferred, or willing to obtain license within first 90 days
• Excellent organizational and time-management skills with flexibility to adapt to shifting priorities and responsibilities
• Attention to detail
• Strong written and verbal communication skills
• Able to work independently in a fast-paced and dynamic environment without constant supervision or guidance
• Strong interpersonal skills, good judgment, and the ability to foster a collaborative positive office culture
• Customer-service mindset with ability to anticipate needs and proactively solve problems
• Overtime as required
• Experience with various AP software, Adobe Creative Suite, Canva, HubSpot a plus
• Commercial real estate experience preferred

Your Career @ Brookfield Properties:

At Brookfield Properties, your career progression is important to us. As a successful employee, you will have the opportunity to grow within your team, department, and across the Brookfield organization. Our leadership teams are dedicated to the accomplishments of their employees. We also invest time into training and developing our people. We take pride in knowing that 70% of our employees have more than 5 years of tenure.

End your job search and find your career today, at Brookfield Properties.

Why Brookfield Properties?

We imagine, create, and operate on a foundation of values to build a better world, together. Brookfield Properties strives to create spaces where going to work never feels routine. As a Brookfield Properties employee, you will enjoy many benefits such as 401K matching, tuition reimbursement, summer Fridays, paid maternity leave and more. There is also a generous employee referral program because we want our existing team members to help us build a more diverse workplace through their networks.

Compensation & Benefits:

Salary Type: Non-Exempt (overtime eligible)

Pay Frequency: Bi-weekly

Annual Base Salary Range: $80,000 - $95,000

Medical & Pharmacy Coverage: Yes, under Brookfield Medical Plan

Dental Coverage: Yes, under Brookfield Medical Plan

Vision Coverage: Yes, under Brookfield Medical Plan

Retirement: 401(k)

Insurance: Employer-paid life & short/long term disability

Brookfield Properties is an equal opportunity employer, and we foster an inviting, inclusive and collaborative environment.

We are proud to create a diverse environment and are proud to be an equal opportunity employer. We are grateful for your interest in this position, however, only candidates selected for pre-screening will be contacted.

Req#: R2044369

Location

Brookfield Chicago - 350 N Orleans Street, Suite 300

Business

For many, logistics are about order, organization, and orchestration. But at Brookfield Properties, we believe they can be so much more. It’s why our logistics solutions are imaginative. Ingenious. Inspiring. No matter the challenge, we deliver a fresh, personalized approach for our customers that never compromises on quality, efficiency, or security. Because where others see obstacles, we see opportunities.

If you're ready to be a part of our team, we encourage you to apply.

Job Description

We Are Brookfield Properties:

Brookfield Properties develops and operates over 1000 properties and 390 million square feet of high-quality, sustainability-focused real estate assets around the globe on behalf of Brookfield Asset Management, one of the world's largest alternative investment managers.

Our logistics business is a vertically integrated portfolio of 180M square feet across a footprint spanning five continents. We don't just build and manage buildings. We develop the hubs of commerce that connect people and goods globally – places that are the backbone of an ever-evolving supply chain. We're elevating the logistics business as we envision – and then deliver – the world's most forward-thinking properties, creating spaces where people, businesses, and communities thrive.

We are seeking an Executive Assistant to support our growing logistics business. This position will provide support to multiple regional executives and their teams. The ideal candidate will be detail-oriented, proactive, and able to work independently. The ability to interact with staff (at all levels) in a fast-paced environment while remaining positive, flexible, resourceful and efficient, and with a high-level of professionalism and confidentiality is crucial to this role. This position is in-office based in Chicago and reports to the Manager of Administration for N. America Logistics.

Role & Responsibilities:
• Provide comprehensive administrative support to regional executives and their teams, including calendar management, travel arrangements, expense reporting, and meeting coordination. Will require interaction with both internal and external executives, assistants, and team members to coordinate a variety of meetings with attention to different time zones
• Prepare and edit correspondence, reports, presentations, and other documents
• Organize and coordinate internal and external meetings, including agenda preparation, logistics, and hospitality services (catering, guest registration, etc.)
• Manage the day-to-day operations of the office to ensure a smooth and efficient work environment
• Oversee office supplies procurement, inventory, and vendor relationships
• Coordinate facility maintenance, office safety procedures, and equipment needs
• Support onboarding and offboarding processes in collaboration with HR and IT
• Plan regional events, meetings, volunteer events, and team-building activities. This includes collaborative efforts with Brookfield Cares, ESG team, and Marketing team
• Balance conflicting priorities to manage workflow, ensure the completion of essential projects, and meet critical deadlines
• Promptly respond to requests with courtesy and accuracy
• Assist Marketing Team with regional marketing efforts, such as event planning and on-site coordination, swag inventory, organizing marketing materials, and processing approved sponsorship/donation requests
• Collaboration with local, regional, and national administrative/office management staff
• Assist in troubleshooting basic IT deskside support issues as needed
• Additional tasks include, but are not limited to, mail services, copying and binding, office supply ordering, and submitting and processing of invoices
Your Qualifications:
• H.S. diploma required, College degree preferred
• 3 – 5 years of experience supporting multiple senior leaders and managing office responsibilities
• High level of discretion and professionalism; proven ability to handle confidential information appropriately
• Highly proficient with Microsoft Office Suite (Outlook, Word, PowerPoint, Excel)
• Experience with Concur travel and expense management
• Notary Public preferred, or willing to obtain license within first 90 days
• Excellent organizational and time-management skills with flexibility to adapt to shifting priorities and responsibilities
• Attention to detail
• Strong written and verbal communication skills
• Able to work independently in a fast-paced and dynamic environment without constant supervision or guidance
• Strong interpersonal skills, good judgment, and the ability to foster a collaborative positive office culture
• Customer-service mindset with ability to anticipate needs and proactively solve problems
• Overtime as required
• Experience with various AP software, Adobe Creative Suite, Canva, HubSpot a plus
• Commercial real estate experience preferred
Your Career @ Brookfield Properties:

At Brookfield Properties, your career progression is important to us. As a successful employee, you will have the opportunity to grow within your team, department, and across the Brookfield organization. Our leadership teams are dedicated to the accomplishments of their employees. We also invest time into training and developing our people. We take pride in knowing that 70% of our employees have more than 5 years of tenure.

End your job search and find your career today, at Brookfield Properties.

Why Brookfield Properties?

We imagine, create, and operate on a foundation of values to build a better world, together. Brookfield Properties strives to create spaces where going to work never feels routine. As a Brookfield Properties employee, you will enjoy many benefits such as 401K matching, tuition reimbursement, summer Fridays, paid maternity leave and more. There is also a generous employee referral program because we want our existing team members to help us build a more diverse workplace through their networks.

Compensation & Benefits:

Salary Type: Non-Exempt (overtime eligible)

Pay Frequency: Bi-weekly

Annual Base Salary Range: $80,000 - $95,000

Medical & Pharmacy Coverage: Yes, under Brookfield Medical Plan

Dental Coverage: Yes, under Brookfield Medical Plan

Vision Coverage: Yes, under Brookfield Medical Plan

Retirement: 401(k)

Insurance: Employer-paid life & short/long term disability

Brookfield Properties is an equal opportunity employer, and we foster an inviting, inclusive and collaborative environment.

We are proud to create a diverse environment and are proud to be an equal opportunity employer. We are grateful for your interest in this position, however, only candidates selected for pre-screening will be contacted.

#BPUS

About the company

Brookfield Properties is a North American subsidiary of commercial real estate company Brookfield Property Partners, which itself is a subsidiary of alternative asset management company Brookfield Asset Management.

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