Executive Assistant

Why join us? Are you looking to join an innovative, global real estate company who builds communities and connects people to exceptional places? If so, we would love to tell you our story. At Oxford, our culture is truly one of a kind. Across business lines and around the world, we embrace the complex and tackle opportunities with speed and agility. We are ambitious and humble, forward looking and service-focused. We get stuff done, and have fun doing it! We take great pride in contributing to the communities where we live. We believe that what is good for the environment is good for business. Together we deliver exceptional experiences to our over 2 million daily customers. As an Administrative Assistant with Oxford, you are a central member and will be expected to be a self-starter who can work independently with minimal supervision and direction. Your superior organization and time management skills, not to mention your amazing attention to detail will help support the entire team. Your positive attitude and superior customer service, organizational, project management and problem-solving skills will be key to your success. You value being a true team player who works well with other administrative assistants and take pride in your ability to quickly step in to support them when needed. You will be required to exercise coordination, judgment, and initiative in order to support multiple, complex activities on behalf of Oxford. Occasionally, this position may be required to work outside of business hours to meet business needs. As a member of this team, you will be responsible for: Supporting senior leaders and the broader team with exceptional and efficient support. Answer and direct incoming phone calls and voicemails for the team Manage, coordinate, and maintain calendars and mailboxes, schedule appointments and meetings across multiple time zones. Complete and process expense reports, invoice approvals, professional registrations and any other delegated processes. Support the team’s budgeting of supplies and expenses on a quarterly basis. Prioritize conflicting needs, handle matters expeditiously, proactively and follow-through on projects. Execute and assist with projects and special assignments by establishing objectives, determining priorities, managing time, monitoring progress, problem-solving and adjusting plans as the need arises. Administration of confidential files and presentations. Document production including creation of presentations, proposals, and other documents. Serve as the main point of contact for inquiries about meetings, scheduling, communications, and information requests. Proactively resolve any issues in a professional and calm manner. Deal with confidential and sensitive issues requiring a high level of discretion and tact. Lead a variety of key projects and initiatives and other tasks as required. Provide backup and vacation coverage support to other members of the Administrative Team. When we are allowed again: Coordinate extensive and sometimes complex domestic and international travel arrangements, hotels and itineraries. Plan and coordinate for onsite and offsite meetings, meeting rooms, special functions and events including logistics such as location, meals, technology, communication, materials and RSVP’s. General office duties when back in the office may include ordering catering, mail distribution, greeting guests, etc. To succeed in this role, you have: 5 years of executive support level experience, preferably in a complex, international professional services work environment. A post-secondary education (college or university) is preferred. Flexibility to work outside of office hours and sometimes on short notice given the global nature of the team. A team player and demonstrate an ability to collaborate and work with all levels of an organization and with external partners. Demonstrated strength in time management and organizational skills with the ability to prioritize in a fast paced and demanding environment. . Strong written and excellent interpersonal and communication skills is a requirement. Excellent computer literacy and MS Office Suite experience, including advanced skills in Outlook, PowerPoint, Excel and Word. Experience navigating and collaborating through a broader suite of digital tools such as MS Teams, SharePoint, etc. Attention to detail and accuracy is critical in this role. You are flexible and able to adapt quickly to last-minute changes and don’t let that phase you. You take the initiative to identify and improve on any task, project or process you think may need it Our story: Oxford Properties Group (“Oxford”) is a leading global real estate investor, asset manager and business builder. It builds, buys and grows defined real estate operating business with world-class management teams. Established in 1960, Oxford and its portfolio companies manage approximately C$70 billion of assets across four continents on behalf of their investment partners. Oxford’s owned portfolio encompasses office, logistics, retail, multifamily residential, life sciences and hotels; it spans more than 150 million square feet in global gateway cities and high-growth hubs. A thematic investor with a committed source of capital, Oxford invests in properties, portfolios, development sites, debt, securities and real estate businesses across the risk-reward spectrum. Together with its portfolio companies, Oxford is one of the world’s most active developers with over 100 projects currently underway globally across all major asset classes. Oxford is owned by OMERS, the Canadian defined benefit pension plan for Ontario's municipal employees. For more information on Oxford, visit www.oxfordproperties.com OMERS is committed to having a workforce that reflects the communities in which we live and work. We are an equal opportunity employer committed to a barrier-free recruitment and selection process. At OMERS inclusion and diversity means belonging. How we create a sense of belonging is through our employees and our vast network of Employee Resource Groups. Whether you are passionate about gender, pride, or visible minorities, we have groups that are focused on making a difference in all of our lives. Vaccination Policy At OMERS and Oxford the office or worksite is our primary place of work. We are committed to providing work environments which promote the health, safety and well-being of all employees in accordance with public health regulation and guidance. Accordingly, employees are required to provide evidence of full vaccination or have an approved exemption.