Executive Assistant

at  Vision Capital Corporation

ABOUT VISION:

Vision Capital Corporation (“Vision”) is the Manager of the Vision Opportunity Funds (the “Funds”), alternative investment funds that focus on investments in publicly-traded securities in the real estate sector. Vision is registered as a Portfolio Manager, Investment Fund Manager and Exempt Market Dealer with the Ontario Securities Commission

JOB OVERVIEW:

This full-time contract position is a maternity leave contract with an expected duration of 9-12 months. We are seeking an experienced Executive Assistant who will support the President and CEO of the firm.

SKILLS AND QUALIFICATIONS:

• University degree or college diploma in Administration or Business
• Excellent knowledge of Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Strong verbal and written communication skills required
• Accuracy and attention to detail
• Ability to work under pressure, with strong organizational skills
• Strong work ethic
• Proven self-starter who takes initiative and thrives in a fast-paced environment
• Team player. Eagerness to add value and learn

Reporting to the Chief Operating Officer, the duties performed by the Executive Assistant will include:

• Daily management and prioritization of the President and CEO’s emails for action or follow-up
• Managing the personal affairs of the President and CEO
• Independently manage multiple calendars by scheduling meetings/appointments, anticipating needs, changes, and rearranging meetings as appropriate
• Add/update contacts from business cards, proactively review emails and add/update contacts from email transmissions
• Planning and coordination of cost-effective travel arrangements and itineraries, including managing travel credits and/or refunds
• Day-to-day administrative and secretarial duties, including daily retrieval and opening of mail, document copying, scanning, and filing, ensure ongoing smooth uninterrupted operations of Xerox machine
• Ensure telephones are answered, messages taken and conveyed accurately and inquiries are responded to promptly when required
• Develop and maintain an efficient filing system to ensure correspondence, reports, presentations and other documents and materials are current and readily available
• Managing office management needs, including ordering office supplies, maintaining inventory, including water, coffee, tea, and milk/cream, and managing new vendors
• Prepare and dispatch outgoing mail, coordinating with selected couriers to ensure packages are delivered within established timeframes
• Coordination with the building management regarding office premise requirements
• Preparing/processing expense reports, as required
• Ensuring the timely review and completeness of the travel checklist
• Ensuring the common office area is neat and organized
• Work collaboratively with other team members, leveraging appropriate firm resources to manage, own and minimize administrative tasks for the firm’s executives
• Represent the firm professionally and confidently, in both written and verbal communications, internally and externally
• Loading and unloading the dishwasher daily
• Swapping of backup disks daily
• Be ready and willing to work occasional late nights and/or weekends, as required
• Ad hoc projects as required