Executive Assistant, Oxford Properties

Overview

Provide executive-level administrative support to senior staff in a global real estate firm.

Key Responsibilities

• travel coordination
• meeting logistics
• document production
• calendar management
• expense processing
• project execution

Tasks

-Coordinate extensive and sometimes complex domestic and international travel arrangements, hotels and itineraries. -Plan and coordinate for onsite and offsite meetings, meeting rooms, special functions and events including logistics such as location, meals, technology, communication, materials and RSVP’s. -Document production including creation of presentations, proposals, and other documents. -Administration of confidential files and presentations. -Manage, coordinate and maintain calendars and mailboxes, schedule appointments and meetings across multiple time zones. -General office duties including ordering catering, mail distribution, greeting guests, etc. -Execute and assist with projects and special assignments by establishing objectives, determining priorities, managing time, monitoring progress, problem-solving and adjusting plans as required. -Provide backup and vacation coverage support to other members of the Administrative Team. -Serve as the main point of contact for inquiries about meetings, scheduling, communications and information requests. -Complete and process expense reports, invoice approvals, professional registrations and any other delegated processes. -Prioritize conflicting needs, handle matters expeditiously, proactively and follow-through on projects. -Proactively resolve any issues in a professional and calm manner. -You take the initiative to identify and improve on any task, project or process you think may need it. -Provide exceptional and efficient support to the Executive and the broader team. Due to the collaborative nature of this role, there is an expectation to work in the office four days a week. -Manage a variety of key projects and initiatives and other tasks as required. -Deal with confidential and sensitive issues requiring a high level of discretion and tact. -Liaise with and support other admin staff within the office when necessary.

Requirements

• 5+ years
• ms office
• ms teams
• sharepoint
• detail oriented
• team player

What You Bring

-You are a team player and demonstrate an ability to collaborate and work with all levels of an organization and with external stakeholders. -Attention to detail and accuracy is extremely important in this role. -Flexibility to work outside of office hours and sometimes on short notice given the global nature of the team. -You must display a high level of professionalism and discretion and be able to quickly establish and maintain relationships with the team, the companies we support and multiple external stakeholders. -5+ years of executive support level experience, preferably in a complex, international professional services work environment. -A post-secondary education (college or university) is preferred. -Demonstrated strength in time management and organizational skills with the ability to multi-task in a fast paced and demanding environment. -You are flexible and able to adapt quickly to last-minute changes and don’t let that phase you. -Strong written and excellent interpersonal and communication skills are an absolute must. -Excellent computer literacy and MS Office Suite experience, including advanced skills in Outlook, PowerPoint, Excel and Word. -Experience navigating and collaborating through a broader suite of digital tools such as MS Teams, SharePoint, etc.

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About Oxford Properties Group

-Founded with a vision to create exceptional spaces. -With a diverse portfolio spanning commercial, residential, and mixed-use developments, serving both urban and industrial markets. -Commitment to long-term value creation drives its approach to real estate investment, development, and operations. -Renowned for transforming properties into vibrant, functional spaces that foster community engagement and business growth. -Consistently demonstrated expertise across multiple asset classes, from high-rise towers to sprawling industrial hubs. -Notable projects include landmark office towers, multi-use complexes, and large-scale retail developments in key global markets. -Known for its innovative approach to real estate, leveraging cutting-edge technology and design to meet evolving market needs. -Influence extends across North America, Europe, and Asia, positioning the company at the forefront of international real estate.

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