Executive Assistant, Oxford Properties

Description

• 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.
• Complete and process expense reports, invoice approvals, professional registrations and any other delegated processes.
• 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.
• Manage, coordinate and maintain calendars and mailboxes, schedule appointments and meetings across multiple time zones.
• Provide backup and vacation coverage support to other members of the Administrative Team.
• Administration of confidential files and presentations.
• Manage a variety of key projects and initiatives and other tasks as required.
• 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.
• Document production including creation of presentations, proposals, and other documents.
• Proactively resolve any issues in a professional and calm manner.
• Deal with confidential and sensitive issues requiring a high level of discretion and tact.
• Coordinate extensive and sometimes complex domestic and international travel arrangements, hotels and itineraries.
• Liaise with and support other admin staff within the office when necessary.
• Serve as the main point of contact for inquiries about meetings, scheduling, communications and information requests.
• Prioritize conflicting needs, handle matters expeditiously, proactively and follow-through on projects.

Requirements

• You are flexible and able to adapt quickly to last-minute changes and don’t let that phase you.
• Experience navigating and collaborating through a broader suite of digital tools such as MS Teams, SharePoint, etc.
• You are a team player and demonstrate an ability to collaborate and work with all levels of an organization and with external stakeholders.
• Excellent computer literacy and MS Office Suite experience, including advanced skills in Outlook, PowerPoint, Excel and Word.
• 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.
• Attention to detail and accuracy is extremely important in this role.
• 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.
• Demonstrated strength in time management and organizational skills with the ability to multi-task in a fast paced and demanding environment.
• Flexibility to work outside of office hours and sometimes on short notice given the global nature of the team.
• Strong written and excellent interpersonal and communication skills are an absolute must.

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance