WHO WE ARE

RioCan is one of Canada’s largest Real Estate Investment Trusts (REIT). We own, manage and develop retail-focused, increasingly mixed-use properties in Canada’s major markets. We pioneered the REIT concept over 30 years ago and have transformed Canadian real estate.
We are proud to be recognized as one of Canada’s Greenest Employers and a Greater Toronto’s Top Employer. At RioCan, you can build a career with real impact and longevity. You get the stability and resources of an established company and the entrepreneurial and collaborative spirit of a start-up. Life at RioCan is dynamic and fast-paced. We know that great ideas can come from anywhere, and we empower our people to suggest and implement them. We value different voices and perspectives and appreciate that the unique backgrounds and identities we each bring to our jobs make the whole business stronger.

POSITION OVERVIEW:

The Executive Assistant plays a pivotal role in providing skilled administrative support to the Chief Investments Officer (CIO) and two others on their leadership team. This individual will serve as a trusted partner, responsible for managing day-to-day operations, maintaining effective communication with internal and external stakeholders, and ensuring the smooth execution of business activities. The successful candidate will be reliable, proactive, highly organized, and thrive in a fast-paced environment.

QUALIFICATIONS:

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• Minimum of 5 years of progressive administrative experience in a fast-paced, high-volume environment.

• Demonstrated success managing shifting priorities with composure and effectiveness.
• Bachelor’s Degree, College Diploma, or Certificate in Executive Office Administration preferred.
• Advanced proficiency in Microsoft Outlook, Word, Excel, and PowerPoint.
• Superior organizational and time management skills, with the ability to meet tight deadlines.
• Strong verbal and written communication skills.
• Proven ability to contribute effectively in a collaborative, team-oriented environment.
• Reliable, proactive, and resourceful, with sound judgment and initiative.
• High level of sensitivity and discretion in handling confidential information.
• Excellent stakeholder management and interpersonal skills.
• Flexible and adaptable, with strong analytical and problem-solving abilities.

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• Manage and monitor calendars, including scheduling meetings, coordinating logistics, preparing agendas, and tracking follow-up action items.

• Arrange for resources and requirements necessary for effective meeting facilitation.
• Coordinate and support company and department events, including charitable initiatives.
• Coordinate travel arrangements, including flight and hotel bookings.
• Assist in the distribution of professional correspondence, presentations, and reports.
• Conduct research and compile relevant data to support executive-level decision-making.
• Collaborate with internal partners to support business goals and maintain effective relationships.
• Oversee networking and external relationships, including scheduling and managing meetings.
• Handle sensitive and confidential information with the utmost professionalism and discretion.
• Manage special projects and initiatives assigned by the CIO, balancing competing priorities and ensuring timely execution.
• Provide administrative and operational support to two direct reports.
• Prepare and submit expense claims and reports; monitor and track expenses to ensure compliance with budget.
• Process vendor invoices for payment in accordance with established procedures, guidelines, and agreements.
• Contribute to departmental and cross-functional projects and initiatives as assigned.
• Proactively identify and act on opportunities to improve processes, drive efficiencies, and anticipate executive needs.
• Maintain high standards of accuracy, completeness, and organization across all tasks.
• Perform additional duties and responsibilities as required.