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Executive Assistant

Job title: Executive Assistant

Company: Amica Senior Lifestyles

Job description: Job description

Opportunity: Executive Assistant / Coordinator, Development Planning

Venue: Amica Senior Lifestyle – Support Office

20 Queen Street West, Toronto, ON M5H 3R3 (one block west of Yongestraat)

About us

Amica Senior Lifestyle offers retirement and care services to seniors in Ontario, Alberta and BC. With the emphasis on being an excellent place to call home, our team’s mission is to empower seniors to thrive by supporting mind, body and spirit. In more than 30 residences (and growing), we offer first-class independent life, assistance and memory care options.

Our Support Office is located in downtown Toronto and is a fast-paced area where we work hard to support our team members so they can empower and support our residents. We are looking for motivated, hardworking, self-starters to join our team and grow with us. If you are a strong team player who takes the initiative to go the extra mile and is looking for an innovative company in a growing industry, we want to talk to you.

Overview – Coordinator, Development Planning

The Development Planning Coordinator, based in our Toronto Support Office, reports to the Chief Development Officer and works with the design, construction and development teams in Ontario and British Columbia to support the departments in administrative duties as well as be a critical contributor to the managing key reports, databases, partner relationships, and gathering critical departmental information, including current project status for all department team members. The coordinator, development planning, will be responsible for supporting daily activities, such as setting up meetings, calendar management for different team members and leaders, as well as managing some of the development process that requires a lot of attention to detail, the ability to organize, prioritize and be agile in a growth environment.

Main responsibilities

Chief Development Officer (CDO)

  • Maintain the CDO calendar, travel arrangements and expenses
  • Ensure that the development team completes periodic corporate activities (ie engagement surveys, annual targets, deadlines, budgets, etc.)
  • Maintain departmental budget input and report on status
  • Maintain the departmental holiday schedule
  • Typical duties of the executive assistant as required
  • Collaborate with and support other Amica EAs as a valued member of the EA team, and support the larger Amica if necessary

Documents and information management

  • Monitor for deliveries provided by external partners and consultants
  • Communicate effectively and take initiative to follow up on outstanding achievements and escalate to internal team leader as needed
  • Maintains and maintains regular data updates to the various databases, including the Amica Development Department database
  • Distribution of reports, executive summaries and minutes of meetings to internal and external teams and partners at regular intervals
  • To ensure that Amica Partners, if necessary, provide periodic information
  • Record receipt of drawing sets from the design team and make sure that the drawing status is updated to the development database
  • Supports the development and maintenance of the development departmental digital templates
  • Collaborate and support the development teams as needed to capture all hard copy and digital documents on the corporate file structure
  • Maintain the organization of the digital file structure
  • Keep a list of the various departmental reports and their distribution lists
  • Maintain the development contact lists of partners, consultants and suppliers

Meeting support

  • Supports CDO and coordinates internal teams to prepare for quarterly and inter-quarterly partnership meetings
  • Propose agendas and minutes for design and construction meetings as required
  • Provide support for development pipeline meetings, as needed
  • Set up conference calls and equipment for meetings as needed
  • Coordinate with internal support to book meeting rooms as needed

Departmental support

  • Use software tools to support the development of departmental process and workflow
  • Do research and share information and recommendations if necessary
  • Adhere to Amica processes and policies and contribute to continuous improvement
  • Support the team with travel arrangements and expenses as needed
  • Support the team with meeting schedules as needed
  • Organization of departmental events as required

What you need to succeed:

Qualifications / skills / experience

  • The ideal candidate has a strong work ethic and is curious who wants to learn and grow; is adaptable and agile to navigate between multiple demands in a growth environment
  • Ability to maintain the confidentiality of strategic information and specialized information
  • General understanding of the development, claim, design and construction process of real estate
  • 2-5 years work experience in real estate development, design, construction or related fields
  • Exceptional organizational skills and attention to detail
  • The ability to manage multiple simultaneous claims
  • Effective oral and written communication
  • Positive ‘can do’ attitude to work as a team and to support more team members in a fast-paced, fast-paced environment

Software skills

  • Microsoft 365 Suite – Word, Excel, Outlook, Teams, Power Point
  • Advanced skills in Excel ideal
  • Knowledge of, or ability to learn Microsoft Access, Project, Visio and SharePoint

What you can expect from us

  • A diverse environment where individual differences are celebrated and you are encouraged to be your best self
  • Collaborative environment where we work together to succeed as a team
  • Learning and development opportunities to help you grow
  • Centrally located in the financial district, on the PATH and TTC metro lines, Office offers easy access to downtown amenities
  • Flex Work hybrid model to work a few days of office and virtual every week

Expected salary:

Location: Toronto, ON

Job date: Thu, 16 Sep 2021 06:11:40 GMT

Apply for the job now!

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