Key responsibilities
To perform this role successfully, an individual must be able to perform each key responsibility satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or ability needed. This includes the following; other duties may be assigned as needed within skill sets or if additional responsibilities are added.
- Provide executive administrative support to the Senior Vice President (SVP) and the Executive Vice President (EVP); act as a trusted point of contact for the wider Development team
- Calendar management, travel arrangements, expense reports, membership coordination, conference registration, and event planning
- Coordinate quarterly reporting with other departments, including managing team deliverables and deadlines
- Compile quarterly Committee and Board reports
- Facilitate internal reporting to Grosvenor Property Canada Board and the parent company, Grosvenor Group
- End-to-end administration of meetings including scheduling, logistics, materials preparation, minute taking, post meeting document distribution and follow up on action items
- Assist the wider GPC Development team with ad-hoc administrative needs
- Work effectively with other EAs by sharing knowledge and information, and coordinating interdepartmental tasks
- Manage department level memberships and sponsorships (e.g. ULI, UDI) and maximise available benefits
- Health & Safety: Take reasonable care to protect their own health and safety, and the health & safety of other persons who may be affected by his/her acts or omissions at work.
Preferred skills
Track record
- Significant experience (10+ years) working as an Executive Assistant to senior leaders in a professional organisation
- Strong judgement and discretion when handling confidential information
- Ability to anticipate executive needs and proactively manage competing priorities
- Ability to coordinate deliverables across a wider team, including tracking timelines, and meet deadlines
Technical skills/knowledge
- Very strong written and verbal communication skills, including the ability to draft, edit and format executive-level correspondence, reports and presentations
- Expert knowledge of the Microsoft Office suite of products, including Outlook, PowerPoint, and Excel, and OneDrive, and of Adobe Acrobat, SharePoint, multi-factor authentication, and Adobe Sign.
- Proficient knowledge of smartphones and basic audio visual equipment, such as Zoom, Teams, and general videoconferencing guidelines.
At Grosvenor, we seek to recruit and develop people who share our values – Integrity, Respect and Trust – and have the skills and ambition to help us implement our strategy. We stick to our promises, build lasting relationships with partners and work closely and responsibly with local communities.
Working conditions and physical requirements
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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- The Employee must be able to remain stationary for long periods
- The Employee must be able to operate a computer and other office machinery
- The Employee must be able to occasionally move about inside the office to access file cabinets, office machinery, etc
- The Employee must be able to communicate and exchange information with co-workers and external vendors in person, over the phone, and via email.
- The Employee must be able to decipher documents and other communications.
- This role is in an office environment with a noise level that is usually quiet to moderate.
Job description revision
This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts or working conditions associated with this job. While this job description is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed when circumstances change. This job description replaces all previous descriptions for this position.
An Equal Opportunity Employer
Grosvenor provides equal employment opportunities without regard to age, ancestry, color, creed, mental or physical disability, marital status, medical condition, national origin, race, religion, sex, sexual orientation, veteran status, or any other consideration made unlawful by federal, state, or local laws.
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