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About the Role

This position provides administrative support to the Toronto-based Portfolio Management and Investments teams, reporting to the EVP, Portfolio Management and VP, Investments. The role requires a high degree of accuracy, professionalism, discretion, and judgment, with opportunities for exposure to both legal and analytical work.

Responsibilities

• Manages co-ordination of internal and external meetings, including documentation
• Attend meetings as needed to assist with minutes and action items for follow up
• Works closely to ensure that projects are up to date
• Acts as communication conduit for internal and external parties
• Consistently exercises discretion in managing correspondence, information, and all matters of confidentiality; photocopies, scans, answers phone and greets visitors at reception
• Processes invoices/expense reports in a timely manner and in accordance with accounting policies
• Books travel and accommodation for team members as needed
• Prioritise tasks and manage expectations
• Supports ad-hoc requests for information or projects
• Back-up coverage for colleagues during absence
• Coordinates department meetings, daily calendar, appointments, boardroom bookings, off-site and on-site meetings, conference calls, social engagements, travel arrangements, catering, IT resources and other requirements in support of smooth and efficient meeting facilitation
• Obtains briefing materials for meetings and events from the appropriate sources
• Supports and drives team members to ensure timely attendance of all meetings
• Prepares a variety of documents including reports, memos and letters
• Assists in the coordination of internal processes including being point of contact, organizing reporting groups
• Establishes and maintains both electronic and hard copy filing systems
• Coordinates for execution of key legal documents, including tracking execution status and follow up to ensure timely completion
• Supports the team’s filing and organizational needs
• Acts as key liaison for the team with internal and external professionals/employees, develops and maintains relationships with peer business executive administrative professionals
• Develops and maintains relationships with peer business executive administrative professionals
• Contributes to a positive and collaborative work environment, in alignment with GWLRA values

Requirements

• Post-secondary education in a relevant discipline
• At least 3 years of experience in a senior level administrative position
• Advanced Microsoft Office skills, primarily with Microsoft Word, Excel, Power Point, Teams and Outlook
• Demonstrated ability to work in a team environment where flexibility, keeping others informed and anticipating needs is essential
• Solid relationship building skills and the ability to interact professionally and confidently with various internal and external parties
• High standards of ethics and confidentiality to handle sensitive information
• Expert level written and oral communication skills

Skills

• Microsoft Word
• Microsoft Excel
• Microsoft Power Point
• Microsoft Teams
• Microsoft Outlook
• Written communication
• Oral communication
• Relationship building
• Organization
• Planning
• Attention to detail
• Collaboration
• Discretion
• Judgment
• Professionalism

Location

• Toronto

Work Type

• Full-time

Experience Level

• Senior level administrative position

Education Level

• Post-secondary education

Salary/Compensations

• $50,900.00 to $85,600.00

Benefits

• 3 weeks of vacation per year
• 3 paid personal days per year
• Half-day every Friday before a long weekend
• Eligible to participate in our annual performance based bonus program
• A comprehensive health benefits plan that supports you and your family
• Up to $2,000 annual education allowance
• Up to $5,000 annual mental health coverage
• A friendly, welcoming, and supportive culture
• Many social and team events!

About the Company

• GWLRA is a leader in both the commercial and multi-residential real estate industries.
• We believe in generating value by creating vibrant, sustainable communities that engage, excite, and inspire.
• Our people live our values through the work they do and the results they deliver.
• Our core values are keeping our word, working better together and embracing diversity.
• Learn more about our commercial and residential businesses, our values, and careers at GWLRA.

Equal Opportunity

• GWL Realty Advisors is an equal opportunity employer.
• It prohibits discrimination based on age, color, disability, national origin, race, religion, gender, sexual orientation, and any other legally protected class in accordance with applicable federal, provincial and local laws.
• We are committed to creating and maintaining an inclusive and accessible workplace.
• If you are contacted for an interview and require accommodation during the interviewing process, please let us know.