Job Description

Job Title Executive Assistant (1 year contract)

Summary Responsible for providing support to executive or senior management or fee-earner(s) as needed in an efficient and effective manner. Executive Administrator will work with the Director of Operations, Managing Principal and Executive fee-earner(s) within the market to provide support and assist in strategic initiatives.



Key responsibilities

Administration and Office Support

• Evaluate and document innovative service delivery options and share insights across markets
• Ensure that education, credentials and licensing of staff is current
• Ensure company policies are followed
• Coordinate training programs for salespersons and employees with appropriate responsible groups
• Assist and support the Office Manager and/or Director of Market Operations with the development of forecasts and operations plan as needed
• Compose draft correspondence for review by manager(s)
• Prepare, collect and maintain information for the preparation of confidential reports, proposals, and other materials
• Anticipate manager(s) and business needs and undertake necessary actions to produce effective results on time
• Maintain working files on behalf of the Brokerage Asset Class
• Develop and update administrative systems to make them more efficient
• Arrange and schedule meetings, including coordinating conference calls, video conferencing, room bookings, preparing meeting materials, arranging catering, etc.
• Other additional and/or alternative duties as assigned from time to time, including supporting other departments or Executives as needed.

Managing Principal / Director of Operations Support

• Act as a point of contact between MP/Director and internal or external parties
• Assist in planning and coordinating complex travel arrangements for executive(s)
• Collect expense reimbursement documents, such as receipts, and other information.
• Maintain and organize MP calendar, including scheduling meetings, appointments, speaking engagements, and travel (may include domestic and international) arrangements. Exercise discretion in committing time and evaluating needs.
• Schedule and organize complex calendar activities such as meetings, agendas, luncheon arrangements, travel plans and department activities; work around scheduling conflicts and takes on responsibility for keeping manager(s) on schedule
• Answer and screen all incoming calls/emails and relay messages.
• Draft, review and send communications on behalf of the business
• Manage signature requests and database for MP execution

Track Opportunities, Listings, and Deal-Related Expenses

• Maintain and update CRM system per guidelines with new opportunities by working with fee-earners and Project Coordinators
• Check for any conflicts/duplicates in opportunity ownership and escalate to Director of Market Operations, as needed
• Maintain tracking of expenses related to deals, using Commissions Accounting and CRM Systems
• Track expense budgets for all deals and escalate to Director of Market Operations, as needed
• Update CRM upon closing of deals
• Work with Project Coordinator to collect necessary documentation and deliver to Commissions Accounting

Management of Social Media

• Support local market brand awareness and engagement by leveraging various social media platforms including YouTube, Twitter, LinkedIn, etc.

• Identifying and interpreting social media trends
• Sourcing timely content
• Liaising with local talent for thought leadership
• Promoting local thought leadership and achievements
• Manage frequency and timeliness of content

Event Management

• Support or manage local internal and external events as required. Activities include, but are not limited to:

• Creating event budget and gaining approval from Operations Manager and other relevant parties
• Contract Review and negotiation and adhering to event budget, including vendor negotiations and oversight
• Scouting locations for events
• Liaising with vendors as necessary
• Engaging graphic design for creative event materials
• Managing attendee and vendor lists
• Coordinating all activities associated with each event

Reporting relationship

Role will report to the following:

• Direct report to Director of Operations with a dotted line to 2 Managing Directors

Metrics

Role will be evaluated on the following:

• Positive attitude
• Professionalism
• Efficiency and dependability
• Organization
• Customer service and people skills
• Desk and phone coverage
• Turnaround time

BACKGROUND AND EXPERIENCE

Demonstrated experience should include:

• High school diploma or GED
• 5-7+ years of experience
• Front desk and/or office experience
• Executive level professional support experience a plus

Competencies

• Exposure to project and process management
• Proven ability in conflict resolution
• Exposure to executive communications
• Excellent written, oral, and presentation skills
• Excellent Microsoft Office Suite skills
• Ability to plan, organize and manage processes
• Knowledge of HR practices and office administrative duties
• Advanced time management skills
• Familiarity with Commercial Real Estate Industry and Real Estate Knowledge is a plus

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.

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 canadarecruitment@cushwake.com. Please refer to the job title and job location when you contact us.Cushman & Wakefield s\xe2\x80\x99engage \xc3\xa0 respecter l\xe2\x80\x99\xc3\xa9quit\xc3\xa9 en mati\xc3\xa8re d\xe2\x80\x99emploi. Notre objectif est d\xe2\x80\x99offrir un milieu de travail diversifi\xc3\xa9, inclusif et exempt d\xe2\x80\x99obstacles. Si vous \xc3\xaates une personne handicap\xc3\xa9e et que vous avez besoin de recevoir l\xe2\x80\x99offre d\xe2\x80\x99emploi dans un autre format ou d\xe2\x80\x99acc\xc3\xa9der \xc3\xa0 toute autre mesure d\xe2\x80\x99adaptation au cours du processus d\xe2\x80\x99embauche, veuillez soumettre votre demande par courriel \xc3\xa0 canadarecruitment@cushwake.com. Veuillez mentionner le titre de poste et le lieu de travail au moment de communiquer avec nous.

Cushman & Wakefield