Executive Assistant to the President and CEO

We are seeking an experienced Executive Assistant to provide first-class support to our President and CEO. This role requires a high degree of tact, diplomacy, and attention to detail, as well as the ability to manage complex tasks and prioritize competing demands. You will handle a variety of administrative and personal duties to ensure the smooth operation of the President & CEO's office.

Primary Duties and Responsibilities:

• Serve as the liaison between the President & CEO and both internal and external stakeholders, fostering and nurturing relationships within the industry and with visitors.

• Handle calls, correspondence, and ensure that the President & CEO remains well-informed and up-to-date.

• Oversee the organization’s charitable giving initiatives under the guidance of the President & CEO.

• Follow up on tasks and bring pertinent information to the attention of the President & CEO to ensure timely completion.

• Coordinate and manage the President & CEO’s calendar, review potential conflicts, and proactively manage re-prioritization of activities.

• Prepare and edit internal/external corporate documents, meeting agendas, follow-ups, and correspondence, ensuring consistency with the style of the President & CEO.

• Coordinate and plan meetings and events, including logistics, and follow up on action items arising from those events.

• Organize and manage the President & CEO’s travel arrangements, including hotel and transportation, for both the CEO and Artis Board of Trustees.

• Act as the gatekeeper for internal and external contacts and manage all communications with discretion and confidentiality.

• Assist with the preparation of corporate documents, registration for conferences, seminars, and special events as needed.

• Perform personal errands, business, and personal tasks, such as coordinating lunches, meetings, and other personal or professional requests.

• Maintain the President & CEO’s finances, including corporate credit card reconciliations, expense tracking, paying invoices, and managing financial records.

• Assist with insurance coverage and submit related documentation.

• Track and maintain vehicle renewals, maintenance appointments, and other relevant logistical needs.

• Handle banking needs such as depositing and issuing cheques and assist with tax filing and other financial duties as directed by the President & CEO.

• Exercise independent judgment and work effectively under pressure while managing multiple concurrent projects.

Additional Responsibilities:

• Perform other duties as assigned by the President & CEO to support both personal and professional needs.

• Ensure that all responsibilities are executed with the utmost professionalism, discretion, and in alignment with the President & CEO’s priorities.

Experience & Qualifications:

• Post-secondary diploma or degree in Business Administration or relevant discipline required.

• Proven experience in an Executive Assistant, Personal Assistant, or similar role supporting senior executives.

• Strong organizational skills with the ability to manage multiple tasks simultaneously and meet deadlines. 

• Exceptional written and verbal communication skills with attention to detail.

• Ability to handle sensitive and confidential information with integrity and professionalism.

• Strong interpersonal skills, with the ability to communicate effectively with a wide range of internal and external stakeholders.

• High degree of proficiency in the use of the Microsoft Office Suite.

• Ability to function independently in a fast-paced, high-pressure environment.

• A proactive and solution-oriented mindset with a high level of initiative.

• Able to work evenings and weekends as required.

What We Offer:

• A competitive total compensation package.

• Exciting opportunities and challenges with an award-winning Top Employer.

• Work alongside a seasoned team, unlocking opportunities for continuous learning and career development.

• At Artis REIT we are committed to investing in our people, assets, and community.

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