The Executive Assistant is responsible for managing the office of the Executive Managing Director for Asset Services Canada. Accountabilities cover a broad range of administrative tasks as well as expectations in supporting and as assigned, coordinating strategic initiatives, communications, and effective client support and delivery both internal and external.
Essential functions and responsibilities
Administration and Office Support
Manage the day to day operation of the EMDâ™s office:
Complex and high-volume calendar management; understand how to plan a schedule that balances and prioritizes competing client needs as well as operational demands
Keep the EMD on schedule; anticipate delays and communicate to affected parties as needed, promptly and professionally
Plan and coordinate complex travel arrangements
Plan and coordinate activities related to the EMD and their direct reports as needed
Prepare meeting agendas, attend meetings as requested and take detailed, minutes, follow up with the EMDâ™s direct reports on deliverables.
Ensure meeting material is collected, packaged and sent reasonably in advance to the EMD and meeting attendees as needed, for review.
Work with and support the CWAS and CW Operations teams as needed
Work closely with the People Partner (HR) team as required
Evaluate and document innovative service delivery options and share insights across markets
Triage incoming correspondence and requests; compose draft correspondence for review and delivery. Also proof final communication prior to distribution.
Prepare, collect and maintain information for the preparation of confidential reports, proposals, and other materials as requested
Anticipate manager(s) and business needs and undertake necessary actions to produce effective results on time
Support meetings and convenings with internal and external stakeholders, as necessary; be comfortable with business-enabling technologies (e.g., video conference set up, presentation set up, and virtual meetings and webinars)
Be present and facilitate client (internal and external) as required
Track all stages of business development activities for the EMD, ensuring they are prepared with the required details, follow up notes, etc. for successful deal closure.
Enter Expense Reports
Timely collection and submission of expense reimbursement documents, such as receipts, and other information
Attribute expenses to specific deals or other codes and track against budget
Enter expense reports into Workday
Follow up and correct errors, requests for additional information and payment
Create filing system for own and/or manager(s) files using initiative
Maintain files, such as documents provided by EMD or other CWAS executive members, as directed by the EMD
This job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned at any time with or without notice.
Ability to successfully and effectively manage the EMDâ™s calendar
Interpersonal and communication skills
Initiative and throughput
Strong proficiency in Microsoft office suite of products
Advanced time management and organization skill
Excellent written, oral, and presentation skills
Ability to plan, organize and manage processes
Knowledge of office administrative duties and basic HR practices
Business and basic financial acumen
Proven interpersonal skills, including demonstrated ability to effectively manage conflict
Ability to communicate effectively with executive and other senior level employees and clients
Ability to work individually or as part of team
Identify opportunities to drive efficiency and improve effectiveness in day to day processes
Post-secondary education with a focus on Administrative studies, or the equivalent in additional working
A minimum of 5-7 years of executive-level administrative experience
Exposure to project and process management
Exposure to executive communications
Business acumen and professional discretion
Additional Eligibility Requirements
See Key Competencies
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets. May require occasional travel, however it is less than 5% of the time. While there is opportunity for remote work flexibility, it is expected that this role is present in the office the majority of the time. The incumbent must be on site in the office 3 times a week and flexible depending on requirements for support
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
While performing the duties of this job, the employee is regularly required to communicate with others and exchange accurate information; operate a computer and other office productivity machinery; move about the workplace; remain in a stationary position for 15% of the time; and extend hands and arms in any direction.
C&W provides equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law.Â Further, C&W takes affirmative action to ensure that applicants are employed and employees during employment are treated without regard to any of these characteristics.Â Discrimination of any type will not be tolerated.
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. Please refer to the job title and job location when you contact us.
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