Executive Assistant and Board Administrator

at  CreateTO

EXECUTIVE ASSISTANT AND BOARD ADMINISTRATOR - 1 YEAR CONTRACT

CreateTO is shaping Toronto’s future through impactful real estate solutions. A City of Toronto agency, CreateTO works collaboratively with internal stakeholders, external partners and community members to create more livable, sustainable and inclusive communities. CreateTO is here to increase the social, cultural and economic value of our city’s $27-billion real estate portfolio, ensuring positive impacts for residents and a bright future for Toronto. If you’re passionate about contributing to the best use of one of North America’s largest and most valuable real estate portfolios, we’d love to have you on the team.

PRINCIPAL RESPONSIBILITIES

Executive Assistant

This position provides administrative support to various senior leaders within the organization and will, among other tasks:

• Develop and leverage relationships across departments, with executives, managers, staff and external clients to foster and support intra- and inter-group coordination while carrying out responsibilities.
• Interact and collaborate with the executive and their teams to develop and recommend alternatives, implement improvement opportunities, and to accomplish administrative and operational tasks.
• Compose, edit and manage materials such as communications, correspondence, presentations, reports and make recommendations on content.
• Disseminate communications to facilitate timely and effective communications.
• Maintain multiple Outlook contact lists and calendars for Team
• Coordinate and dispatch meeting invitations and agendas to attendees, book meeting rooms and arrange for IT resources and refreshments in support of a smooth and efficient meeting facilitation.
• Manage mail and courier requirements.
• Coordinate invoice and procurement processing, including preparing purchase orders in the Yardi system and coordinating back-up as required.
• Screen telephone calls and responds to routine, moderate and complex inquiries.
• Perform back-up function for other administrative staff during vacation or other absences to ensure that administrative support is provided on an ongoing basis.
• Maintain confidential information for the business and team.
• Co-ordinate conference / travel arrangements for the Team following the corporate policies.
• Prepare monthly expense reports for team members.
• Prepare correspondence and special reports as required.
• Assist as necessary with compiling all necessary documentation for team meetings.
• Ensure that all department files both electronic and paper are kept current. e.g. scanning and filing documents, electronic / paper filing of all documents.
• Provide assistance with additional office responsibilities.

Board Administrator

This position provides support to the Senior Law Clerk and Board Lead and is responsible for all administrative functions related to the Board, and will, among other tasks:

• Track meeting dates, agenda items, and timelines for submitting reports while liaising with CreateTO staff when required.
• Schedule and setup virtually the Board of Director and Committee meetings and any ad hoc special meetings using Webex.
• Prepare all notices, scripts, attendee lists, and minutes.
• Set up and maintain filing systems, including correspondence, minutes, reports, and related administrative records related to Board and Committee meetings.
• Prepare and configure documents for electronic signature using DocuSign.
• Manage Board documentation assembly and distribution in accordance with established timelines.
• Take minutes at corporate Board Meetings.
• Track and report on Board member attendance at meetings.
• Liaise with Board members and/or their assistants particularly in the coordination of Board meeting schedules (or other sub-committee meetings) and in the dissemination of information.
• Liaise with City representatives regarding Board reports, schedules, and relevant materials.
• Perform back-up function to Board Lead during vacation and other absences, if needed.
• Provide assistance with additional board administration.
• Meet board-related deadlines will likely necessitate working beyond normal business hours.

RELATIONSHIP RESPONSIBILITIES

• Works collaboratively and develops and maintains good working relationships within CreateTO
• Develops and maintains effective and positive working relationships with Board members, Agency staff, various City departments and other agencies as well as external contacts, City Councillors, service providers, financial institutions, professional organizations
• Develops and maintains positive relationships with community groups and stakeholders in the City of Toronto
  With a highly engaged team, CreateTO scores well above benchmarked organizations in terms of its employees’ passion, commitment, diversity and pride. As part of the organization’s Strategic Plan 2023-2027, “Inspire internal success” was named as one of five priority objectives.
  CreateTO wants its team to reflect the City we represent, and we strive to provide an inclusive workplace that promotes and values diversity in age, gender identity, race, sexual orientation, physical or mental ability, ethnicity, and perspective, all of which are proven to build better companies. Our goal is to create an environment where everyone, from any background, can do their best work and be themselves.
  We provide equitable treatment and accommodation to ensure barrier-free employment in accordance with the Ontario Human Rights Code and Accessibility for Ontarians with Disabilities Act. Candidates can request accommodation related to the protected grounds at any stage of the hiring process.
  Interested and qualified candidates are required to submit their resume and cover letter by Wednesday, September 25, 2024. This posting is for an existing vacancy. Submissions that don’t include the requirements noted above will not be considered. Only those individuals selected for an interview will be contacted. No agencies at this time please.
  Please note that this is a hybrid working environment. For more information on CreateTO, please visit our website at www.createto.ca

To be successful in this role, you will have the following skills and qualifications:

• Minimum of 3+ years’ executive administrative experience supporting senior executives and/or administrative experience in a governance setting.
• Prior experience assisting Board administration is preferred, but not required.
• Post-secondary diploma in Office Administration or Legal Administration or an equivalent work experience.
• Legal experience in a law department or a law firm.
• Proactive, self-directed and detail oriented.
• Excellent coordination, prioritization, and follow-up skills necessary for an often-changing environment, to achieve stated goals and objectives.
• Strong interpersonal skills and the ability to exercise good judgment, tact, and discretion.
• Ability to work with highly confidential information with both maturity and professionalism.
• Excellent oral and written communication.
• Ability to work well independently and within a team environment.
• Proficiency in Microsoft Outlook, Word, Excel, and PowerPoint, as well as Adobe and other business applications.
• Experience in Yardi would be an asset.
• Ability to work well under pressure within strict timelines to meet deadlines and manage conflicting priorities while ensuring a high standard of quality work.
• Strong organization and record keeping skills.
• Occasional overtime may be needed to meet deadlines for board administrator duties