Executive Assistant

Job Title

Executive Assistant

Job Description Summary

We are looking for a Executive Assistant to join our Toronto Downtown office. The successful candidate will be working within a team structure who’s responsible for providing support to executive or senior management or fee-earner(s) as needed in an efficient and effective manner. Executive Administrator will work with the Director of Operations, Managing Principal and Executive fee-earner(s) within the market to provide support and assist in strategic initiatives.

Job Description

Administration and Office Support-

• Manage calendars and upcoming events; send meeting invitations, book meeting rooms, and arrange required resources
• Support the execution of strategic initiatives, including tracking metrics and milestones
• Evaluate and document innovative service delivery options and share insights across markets
• Analyze data and information to provide insights and recommendations
• Ensure that education, credentials and licensing of staff is current
• Ensure company policies are followed
• Support the development of tailored communications, including drafting, editing, and distributing correspondence, presentations, policies, and procedures
• Prepare, collect and maintain information for the preparation of confidential reports, proposals, and other materials
• Handle complex tasks within defined guidelines, including escalations from other employees
• Assist in planning and coordinating complex travel arrangements for executive(s)
• Anticipate manager(s) and business needs and undertake necessary actions to produce effective results on time
• Analyze issues and determine appropriate next steps
• Provide specialized administrative support to executives and senior managers within a large and diverse department or business group
• Perform additional duties as assigned

Support Sales and Transactions

• Build and maintain effective relationships with internal and external stakeholders
• Track all listings and signs
• Work with signage team to deploy and remove signs in accordance with company policy and process invoices
• Track listing expirations and work with fee-earner, Project Coordinator, and signage team to take action on expired listings

Track Opportunities, Listings, and Deal-Related Expenses

• Assist and support the Office Manager and/or Director of Market Operations with the development of forecasts and operations plan as needed
• Maintain and update CRM system per guidelines with new opportunities by working with fee-earners and Project Coordinators
• Check for any conflicts/duplicates in opportunity ownership and elevate to Director of Market Operations, as needed
• Maintain tracking of expenses related to deals, using Commissions Accounting and CRM Systems
• Track expense budgets for all deals and elevate to Director of Market Operations, as needed
• Update CRM upon closing of deals
• Work with Project Coordinator to collect necessary documentation and deliver to Commissions Accounting

Management of Social Media

• Support local market brand awareness and engagement by leveraging various social media platforms including You Tube, Twitter, Linked In, etc.
  • Identifying and interpreting social media trends
  • Sourcing timely content
  • Liaising with local talent for thought leadership
  • Promoting local thought leadership and achievements
• Manage frequency and timeliness of content

Event Management

• Support collaboration with local team on internal and external events as required. Activities include, but are not limited to:
  • Adhering to event budget, including vendor negotiations and oversight
  • Scouting locations for events
  • Liaising with vendors as necessary
  • Engaging with Managing Principal, Marketing Managers and/or Marketing Directors for event approval
  • Engaging graphic design for creative event materials
  • Managing attendee and vendor lists
  • Coordinating all activities associated with each event

Enter Expense Reports

• Collect expense reimbursement documents, such as receipts, and other information
• Attribute expenses to specific deals or other codes and track against deal budget
• Enter expense reports into Workday
• Schedule and organize complex calendar activities such as meetings, agendas, luncheon arrangements, travel plans and department activities; work around scheduling conflicts and takes on responsibility for keeping manager(s) on schedule

File Management

• Develop and maintain filing systems to ensure business and operational documents are easily accessible
• Maintain files, such as documents provided by operations staff, including Managing Principal or reference material (i.e., billing packages, which include lease, commission agreement and other pertinent client related files), vendor contacts, licensing info, COI, etc.
• Act as liaison for property/building management and coordinate maintenance needs (i.e., light bulbs, heating/cooling, carpet cleaning, etc.)
• Manage list of key vendor contacts, building management, security, engineering, etc.

Communications

• Answer and screen all incoming calls/emails and relay messages
• Communicate with operations…