Executive Assistant to VP Operations Partnership

at  CAPREIT

POSITION SUMMARY:

The Executive Assistant to the Vice President of Operations Partnership plays a critical role in providing high-level administrative support while also managing and coordinating key projects for the Operations Partnership team. This role requires a strong project management background, ensuring that initiatives are executed smoothly, deadlines are met, and deliverables are completed on time. The ideal candidate will handle a wide range of tasks, from managing calendars and preparing for meetings to overseeing complex projects, travel arrangements, and events. They will need to be proactive, detail-oriented, and adaptable, possessing both strategic thinking and problem-solving skills to navigate challenges and drive operational success across the team.

QUALIFICATIONS:

• Project Management Expertise: Demonstrated experience in leading projects from inception to completion, including timeline management, budget oversight, and stakeholder communication.
• Executive-Level Experience: 5-10 years of experience providing senior-level executive support, particularly in fast-paced and dynamic environments.
• Strong Organizational Skills: Exceptional ability to multi-task, manage competing priorities, and stay highly organized under tight deadlines.
• Proactive & Strategic Thinker: Proven ability to anticipate the needs of senior executives and take initiative in driving solutions without being prompted.
• Communication & Interpersonal Skills: Excellent verbal and written communication, with the ability to build and maintain strong relationships across all levels of the organization.
• Technical Proficiency: Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and SharePoint, with the ability to quickly learn new tools and software.
• Attention to Detail: Acute attention to detail with strong analytical, critical thinking, and creative problem-solving skills.
• Client-Service Oriented: A people-focused approach, always striving to deliver the highest level of service to internal and external stakeholders.
• Adaptable & Resilient: Comfortable working under pressure and adjusting to the evolving needs of the team and department.

• Executive Calendar & Event Management: Strategically manage calendars, coordinate meetings, events, and engagements for the VP of Operations Partnership, EVP of Technology, and the wider Operations Partnership team, ensuring seamless scheduling and alignment with key priorities.
• Project Management & Execution: Take ownership of project planning, execution, and monitoring to ensure all initiatives are completed on time, within scope, and on budget. Proactively track progress and report on project milestones.
• Action Item Tracking & Accountability: Maintain a comprehensive tracker of action items, deadlines, and due dates, ensuring critical tasks are followed through and completed, keeping the VP and team on track.
• Facilitate High-Level Communication: Act as a liaison between the Vice President and internal/external stakeholders, screening and managing communication to prioritize critical issues.
• Document & Meeting Preparation: Oversee the preparation of agendas, meeting materials, and minutes, ensuring thorough follow-up on action items and deliverables post-meetings.
• Process Optimization & Documentation: Continuously improve organizational processes by managing e-filing systems and ensuring quick, organized access to vital documents.
• Travel & Event Coordination: Coordinate complex travel arrangements for the VP and the team, ensuring seamless logistics for business trips and key team events.
• Leadership Support & Reporting: Provide proactive support in preparing reports, presentations, and memos for internal and external audiences, driving clarity and impact in communications.
• Contract & Document Facilitation: Facilitate document approvals, manage contract signatures, and track completion across multiple stakeholders to ensure timely execution of agreements.
• Proactive Task Management: Identify, prioritize, and resolve administrative and operational tasks without needing direct oversight, ensuring Adelia and her team stay focused on strategic objectives.
• Intranet & Internal Systems Oversight: Monitor and maintain the Operations Partnership page on the company intranet, ensuring it is up-to-date and aligned with team initiatives.
• Support Team Events & Collaboration: Organize and execute team-building events and activities, driving engagement and fostering collaboration within the Operations Partnership team.
• Leadership Involvement: Attend and contribute to Executive Assistant team meetings, bringing best practices and project updates to ensure team-wide success.