Position: Executive Assistant with Legal Experience
REPORTS TO: Chief Executive Officer (CEO)
SALARY: $90-120k, Commensurate with qualifications
APPLICATION DEADLINE: Aug 16, 2024
LOCATION: 100 Sheppard Ave, E., North York
COMPANY BACKGROUND
The Terracap Group of Companies is a private equity real estate group based in Toronto. Our diverse portfolio encompasses over 4 million square feet of real estate across North America. The portfolio includes multi-residential, mixed use, hospitality, retail, and office as well as future development lands. Terracap delivers notable value enhancement through strategic acquisitions / investments, professional property & asset management, development, construction management, leasing and related services. Terracap’s investors represent some of the top-tier business leaders and high net worth families in both Canada and the United States.
POSITION DESCRIPTION
The Executive Assistant with Legal Experience is a dynamic and organized individual who serves a critical role in supporting the CEO, the existing Executive Assistant and members of the Senior Leadership Team. This role will assist the CEO and current Executive Assistant with the administration and coordination of meetings, special projects, and overall flow of communication and information through the CEO’s office. The successful candidate will be extremely organized, efficient, deadline-oriented, and able to multi-task in a fast-paced environment.
Responsibilities include but are not limited to:
- MUST have legal experience in commercial real estate including legal correspondence, drafting, editing, and reviewing: NDAs, real estate leases, commercial real estate litigation, and work on a variety of legal matters.
- Maintain an accurate and detailed calendar for CEO, manage and log incoming scheduling requests, re-schedule meetings upon request, proactively communicate changes, and anticipate and respond to scheduling conflicts, phone conversations, and arranging complex travel across multi time zones.
- Track CEO’s tasks and projects to ensure appropriate prioritization of projects, maintaining an awareness of high-level schedules, deadlines, and key deliverables.
- Anticipate the needs and work ahead to provide solutions.
- Act as key liaison with internal and external stakeholders, including board members, senior executives, and employees.
- Manage all requirements in support of smooth and efficient meeting facilitation, including scheduling, agendas, presentations, minutes, etc.
- Prepare a variety of correspondence, presentations, and documents.
- Track and reconcile monthly credit card statements and complete and submit expense reports in a timely manner.
- Taking comprehensive notes and maintaining minutes of meetings, as well as managing a digital filing system.
- Perform various other duties as delegated or assigned, including supporting special projects and transactions. Take initiative and find new ways to add value and create efficiencies.
- Organizing leadership team meetings, board meetings, and client engagements.
- Conducting research to inform decision-making processes.
- Supervising both internal and external corporate communications and orchestrating company-wide events.
- Treating confidential information with utmost discretion.
- Completing personal errands and assisting with family/office management as required.
- Availability after hours and on weekends, where necessary from time to time, to facilitate travel and off schedule meetings/calls.
- Ensure consistent and efficient interaction with other administrative assistants across the organization; demonstrate poise and tact under pressure and handle matters with sound judgement and confidentiality.
- Provide administrative support to other members of the Senior Leadership Team when required.
QUALIFICATIONS
- A Bachelor's degree or comparable experience in a related field
- 8+ years of related experience required in working in an executive assistant role supporting C-Level executives in a fast-paced professional office.
- Substantial working experience in the legal and/or commercial real estate development industry.
- Prior experience in privately owned companies and real estate is a strong asset
- Computer savvy – excellent skills in the Microsoft Office suite of programs (Excel, Word, PowerPoint, Outlook and Teams). Exposure to Yardi Property Management software and Worldox document handling software is preferred. Ability to quickly pick-up additional software is a plus.
- Strong organizational and time management skills, with an ability to manage multiple demands, prioritize and complete tasks, be flexible and adaptable to change, and perform efficiently under tight deadlines. These skills mean that you are never intimidated by a heavy workload.
- Solutions-oriented with an ability to think on your feet, anticipate needs/problems, and demonstrate personal accountability, initiative, and follow-through.
- Exceptional written communication skills, including grammar and proof-reading ability.
- Meticulous attention to detail and accuracy.
- Enjoys interacting with people with the ability to be assertive, while maintaining a professional demeanour.
- Outstanding interpersonal skills and an ability to establish strong relationships with all levels of the organization as well as build relationships with outside resources.
- Remains positive and thrives in high pressure and stressful situations
- Solutions-oriented with an ability to think on your feet, anticipate needs/problems, and demonstrate personal accountability, initiative, and follow-through.
- Confidence, enthusiasm, and a can-do attitude – balanced by humility, good humour, and a willingness to learn.
- A motivated, resourceful, self-starter who can work independently and collaborate with team members with minimal direction.
- Trustworthiness, discretion, and sound judgment handling confidential and sensitive information
CONTACT US
If you are looking for an outstanding challenge and an opportunity to work with an exceptional Team, and you believe you fully meet or exceed the qualifications outlined above, then we want to hear from you.
Please provide a copy of your current resume as well as a covering letter explaining why you should be considered as a serious candidate for this position. Submissions must be received by Aug 16, 2024. We thank all applicants for their interest but only those selected for an interview will be contacted.
Job Types: Full-time, Permanent
Pay: $90,000.00-$120,000.00 per year
Benefits:
- Dental care
- Extended health care
- Vision care
Schedule:
Ability to commute/relocate:
- North York, ON M2N 6N5: reliably commute or plan to relocate before starting work (required)
Application question(s):
- How many years of work experience do you have with Executive Calendar Management?
Education:
- Bachelor's Degree (preferred)
Experience:
- Microsoft Office: 3 years (required)
- Worldox: 1 year (preferred)
- Travel Booking: 1 year (required)
- Expense report: 1 year (preferred)
- legal assistant: 1 year (preferred)
- commercial real estate: 1 year (required)
- C-Level executive administration: 3 years (required)
Work Location: In person
Application deadline: 2024-08-16
