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. 
 

This is a great opportunity for a seasoned senior administrator looking to take the next step in their career by supporting a dynamic team! 

Reporting to the Senior Vice President, Development (Eastern Canada), the successful candidate will be a supportive force who empowers the Development Team.  We thrive when our people thrive.  The ideal candidate will be highly organized, a proactive problem solver with exceptional communication skills and meticulous attention to detail. This person will be providing overall administrative and functional support to the Senior Vice President and Vice President(s) in their respective responsibilities of leading the Eastern Canada Development Group. 

The successful candidate will oversee a variety of complex administrative, fiscal and project management activities, among other duties.


RESPONSIBILITIES 
 

General Administration

  • Plan and orchestrate work to ensure that senior executives’ priorities are met, organizational goals are achieved, and best practices are upheld 

  • Manage scheduling including agendas, mail, email, phone calls, client management, and other company logistics.  Exercise discretion in managing all correspondence, reports and all matters requiring confidentiality. 

  • Excellent verbal and written communications skills and able to collaborate at all levels across a multicultural environment. 

  • Preparation of materials required for meetings, including research documentation and presentations; attend meetings as needed to assist with meeting minutes and documentation of follow up actions. 

  • Field incoming telephone and digital inquiries and greet visitors at reception. 

  • Routine collection of measurable project information to ensure reporting requirements are met and updated. 

  • Track department revenue/expense budgets, forecast variances, and maintain necessary records. 

  • Prepare and/or review invoices/expenses in a timely manner in accordance with development accounting policies. 

  • Budget, plan and coordinate team building and department events/meetings  

  • Assist in onboarding and training of new hires, review of policy and procedures. 

  • General administrative support as required 

 

Calendar management and meeting logistics

  • Coordinate daily calendar, appointments, boardroom bookings, meetings, conference calls, social engagements, team events, travel arrangements, catering, IT resources and other requirements in support of smooth and efficient business and meeting facilitation. 

  • Coordinate and plan group events, conference attendance and required travel and itinerary planning.  

 

Documentation and presentations

  • Create and prepare a variety of reports and documents, including spreadsheets, graphs, word processing documents (letters, memos, reports, lists, etc.) and presentations using Microsoft Office applications (Excel, Word, Outlook and PowerPoint) as may be required. 

  • Assemble and prepare appropriate documentation necessary for accurate payment and tracking of supplier expenses, applying necessary financial controls 

  • Preparation of periodic project status reports for executive leadership and/or external clients 

  • Manage department reporting and compliance obligations as required. 

  • Maintain corporate and departmental policies and procedures and document retention of necessary forms, templates, electronic links etc. in support of the overall department management. 

  • Manage and maintain accurate electronic and hard copy filing systems as needed 

 

Relationship management

  • Act as key liaison for the SVP & VP(s) with internal and external professionals/employees, develop and maintains relationships with peer business executive administrative professionals, and others. 

  • A team player who appreciates being part of a high performing and functional team. 

  • Dedicated to meeting the expectations through securing effective relationships and executing deliverables at the highest standard. 

 

QUALIFICATIONS 

  • Post-secondary education in a related field/discipline (e.g., Business Administration) 

  • Minimum 3-5 years of experience in an executive administrative position, senior level experience will be considered a benefit 

  • Advanced PC skills i.e., Word, Excel, PowerPoint, MS Outlook. Additional desktop publishing experience could be beneficial 

  • A friendly sense of humor and flexible attitude. Someone who is committed to and will add to the company’s culture

  • Ability to multitask, prioritize and manage one’s own time and willing to stretch the job description when needed

  • Is an approachable people person, excellent communicator, and adept at anticipating the needs of the leaders 

  • Thrives in a heavy workload environment and meets deadlines in an extremely fast paced environment

  • Accepts constructive feedback in stride and incorporates feedback quickly

  • Maintains the highest standard of ethics and confidentiality to handle sensitive information 

  • Experience with budget administration, cost control, contract administration; with A/P and A/R experience considered a benefit

 

During the interview, we’ll ask you to tell us about your:  

  • Creative thinking, superior attention to detail and ability to work proactively 

  • Examples of your multi-tasking skills and ability to manage multiple priorities with strict deadlines 

  • Analytical and decision-making skills, as well as you organizational and attention to detail approach. 

  • Excellent interpersonal skills, ability to work in a diverse team environment 

  • Budgeting, invoicing and financial tracking skills 

  • Exceptional oral and written communication; business writing skills 


What we Offer
 
  • 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

Our Business

Learn more about our commercial and residential businesses, our values, and careers at GWLRA.


Our Commitment to Diversity

GWL Realty Advisors is an equal opportunity employer. It prohibits discrimination based on age, color, disability, national origin, race, religion, sex, sexual orientation, and any other legally protected class in accordance with applicable federal, provincial and local laws. We are committed to creating and maintaining an inclusive and accessible workplace. If you are contacted for an interview and require accommodation during the interviewing process, please let us know.


 

This is a full time position

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