Executive Assistant (Toronto, ON)

About GWL Realty Advisors

GWLRA is a leader in both the commercial and multi-residential real estate industries. Driven by our values of Integrity, Ambition, Creativity, and Empathy, our vision is to be a sustainable company known for exceptional real estate management, trusted advice, and outstanding service by consistently fulfilling our mission to deliver strong, long-term results for our clients. 
 

• Supports the development and coordination of the business unit activities and responsibilities, working collaboratively with other functional groups as required
• Facilitates the coordination and completion of client marketing materials, including presentations and the advent of new marketing initiatives
• Ability to implement effective administrative work procedures and maintain an organized department
• Attend meetings as needed to assist with minutes and action items for follow up
• Acts as a communication conduit for internal and external parties
• Consistently exercises discretion in managing correspondence, information, and all matters of a confidential nature
• Processes invoices and expense reports in a timely manner and in accordance with accounting policies
• Booking travel and accommodation for team members as needed
• Other duties where required in support of the team

• Coordinates department meetings, daily calendar, appointments, boardroom bookings, off-site and on-site meetings, conference calls, social engagements, travel arrangements, catering, IT resources and other requirements in support of efficient meeting facilitation
• Obtains briefing materials for meetings and events from the appropriate sources
• Supports and drives team members to ensure timely attendance of all meetings

• Prepares a variety of documents including reports, memos and letters
• Assists in the coordination of internal processes including being point of contact, organizing reporting groups
• Establishes and maintains both electronic and hard copy filing systems
• Supports the team’s filing and organizational needs

• Acts as a liaison for the team with both internal and external parties, developing and maintaining relationships with business executive administrative professional peers and others
   

• Post-secondary education in a relevant discipline
• At least 3 years of experience in a senior level administrative position
• Strong Microsoft Power Point skills
• Excellent organizational and time management skills, including attention to detail, ability to set priorities, meet deadlines and work effectively with minimal supervision and make clear decisions or deal with conflicting priorities and work demands
• Demonstrated ability to work in a team environment where flexibility, keeping others informed and anticipating needs is essential
• Solid relationship building skills and the ability to interact professionally and confidently with various internal and external parties
• Expert level written and oral communication skills; bilingualism is considered an asset
• High standards of ethics and confidentiality to handle sensitive information

• 3 Weeks of Vacation per year
• 3 Paid Personal Days per year
• Up to $2,000 annual Education Allowance
• Up to $5,000 annual Mental Health Coverage, plus other comprehensive benefits and savings programs
• Up to $400 to use towards wellness annually to help support your financial, physical, and mental wellness

This is a full time position