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

Key responsibilities

Administration and Office Support-

Manage calendars and upcoming events; send meeting invitations, book meeting rooms, and arrange required resourcesSupport the execution of strategic initiatives, including tracking metrics and milestonesEvaluate and document innovative service delivery options and share insights across marketsAnalyze data and information to provide insights and recommendationsEnsure that education, credentials and licensing of staff is currentEnsure company policies are followedSupport the development of tailored communications, including drafting, editing, and distributing correspondence, presentations, policies, and proceduresPrepare, collect and maintain information for the preparation of confidential reports, proposals, and other materialsHandle complex tasks within defined guidelines, including escalations from other employeesAssist 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 timeAnalyze issues and determine appropriate next stepsProvide specialized administrative support to executives and senior managers within a large and diverse department or business groupPerform additional duties as assigned

Support Sales and Transactions

Build and maintain effective relationships with internal and external stakeholdersTrack all listings and signsWork with signage team to deploy and remove signs in accordance with company policy and process invoicesTrack 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 neededMaintain and update CRM system per guidelines with new opportunities by working with fee-earners and Project CoordinatorsCheck for any conflicts/duplicates in opportunity ownership and escalate to Director of Market Operations, as neededMaintain tracking of expenses related to deals, using Commissions Accounting and CRM SystemsTrack expense budgets for all deals and escalate to Director of Market Operations, as neededUpdate CRM upon closing of dealsWork 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 YouTube, Twitter, LinkedIn, etc.Identifying and interpreting social media trendsSourcing timely contentLiaising with local talent for thought leadership   Promoting local thought leadership and achievementsManage 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 eventsLiaising with vendors as necessaryEngaging with Managing Principal, Marketing Managers and/or Marketing Directors for event approvalEngaging graphic design for creative event materials Managing attendee and vendor listsCoordinating all activities associated with each event

Enter Expense Reports

Collect expense reimbursement documents, such as receipts, and other informationAttribute expenses to specific deals or other codes and track against deal budgetEnter expense reports into WorkdaySchedule 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 accessibleMaintain 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 messagesCommunicate with operations staff, brokers and Managing PrincipalHandle the calls with discretion per the request of the operations staff, fee-earner(s) and Managing Principal

Reporting relationship

Role will report to the following:

Direct report to Director of Operations with a dotted line to Vice Chair

Metrics

Role will be evaluated on the following:

Positive attitudeProfessionalismEfficiency and dependabilityOrganizationCustomer service and people skillsDesk and phone coverageTurnaround timeBACKGROUND AND EXPERIENCE

Demonstrated experience should include:

High school diploma or GED5-7+ years of experienceFront desk and/or office experienceExecutive level professional support experience a plus

CompetenciesExposure to project and process managementProven ability in conflict resolutionExposure to executive communicationsExcellent written, oral, and presentation skillsExcellent Microsoft Office Suite skillsAbility to plan, organize and manage processesKnowledge of HR practices and office administrative dutiesAdvanced time management skills

The compensation that will be offered to the successful candidate will depend on factors such as whether the position is covered by a collective bargaining agreement, the geographic area in which the work will be performed, market pay rates in that area, and the candidate’s experience and qualifications.

The company will not pay less than minimum wage for this role.

The compensation for the position is: $ 68,000.00 - $80,000.00

Cushman & Wakefield is committed to equity in employment and our goal is to have a diverse, inclusive, and barrier-free workplace. If you are a person with a disability and need the job posting in an alternative format or any other accessible accommodations during the hiring process, please email your request to canadarecruitment@cushwake.com. Please refer to the job title and job location when you contact us.

Cushman & Wakefield s’engage à respecter l’équité en matière d’emploi. Notre objectif est d’offrir un milieu de travail diversifié, inclusif et exempt d’obstacles. Si vous êtes une personne handicapée et que vous avez besoin de recevoir l’offre d’emploi dans un autre format ou d’accéder à toute autre mesure d’adaptation au cours du processus d’embauche, veuillez soumettre votre demande par courriel à canadarecruitment@cushwake.com. Veuillez mentionner le titre de poste et le lieu de travail au moment de communiquer avec nous.

INCO: “Cushman & Wakefield”