Executive Assistant

Location:

22 St. Clair Avenue East, Toronto, Ontario, M4T 2S5

Position Title:

Executive Assistant (12 Month Contract)

Office

Location:

22 St. Clair Ave. E

Hybrid Model: 4 days in office

The Executive Assistant will provide high-quality administrative and operational support to multiple Finance Executives, helping to ensure the effective coordination of daily priorities, meetings, communications, and key deliverables. This role requires a proactive and highly organized individual who can exercise sound judgment, manage sensitive and confidential information with discretion, and build strong working relationships with internal and external stakeholders. The successful candidate will be comfortable working in a fast-paced environment, balancing competing priorities, and anticipating the needs of the Executives and broader Finance team.

• Provide comprehensive administrative support to Finance Executives, including calendar and email management, travel arrangements, expense reporting, correspondence, meeting materials and agendas, and special projects as required.
• Prepare and revise internal and external presentations, correspondence, reports, board materials, and emails.
• Manage competing priorities and tight deadlines by providing regular reminders and proactive daily calendar support for Executives.
• Support meeting preparation by setting internal deadlines, coordinating materials for executive review, and formatting and posting final materials.
• Manage quarterly deliverables, including coordinating internal approvals for board materials.
• Manage invoice and purchase order workflows, including initial review, processing invoices in Nexus for approval, and following up on outstanding items.
• Track expenditures, maintain records, review monthly reports, and support the annual budget process.
• Handle highly sensitive and confidential matters as part of daily administrative responsibilities.
• Act as a liaison with internal and external stakeholders at all levels, including the Executive Assistant team, and follow up as needed.
• Coordinate special events, such as town halls, and support projects and assignments as required.
• Coordinate conferences and meetings, including booking rooms, arranging catering, and ensuring technical equipment and materials are ready.
• Provide other administrative support, including filing and photocopying, as required.

• Minimum five (5) years of progressive Executive Assistant experience supporting senior-level Executives.
• Completion of a related post‑secondary program or an equivalent combination of education and relevant experience.
• Real Estate industry experience is considered an asset.
• Advanced proficiency in Word, Excel, PowerPoint, and Outlook, with the ability to manage calendars proactively.
• Strong verbal and written communication skills, with the ability to interact effectively with individuals at all levels of the organization.
• Ability to identify and manage sensitive business information with confidentiality and professionalism.
• Strong interpersonal skills and a professional demeanor.
• Ability to quickly build strong working relationships with Executives and business partners.
• Excellent organizational and time management skills, with the ability to prioritize and multitask while maintaining accuracy, urgency, confidentiality, and discretion.
• Quick learner with strong attention to detail.
• Proven ability to work independently in a fast‑paced environment with minimal supervision.
• Strong work ethic, sound judgment, and a collaborative approach.
• Event planning experience is considered an asset.

Choice Properties Real Estate Investment Trust is an owner, manager and developer of well‑located retail and commercial real estate…