Executive Assistant - Corporate Services and Communications Coordinator

Role Impact:

Reporting to the Executive Vice President – Corporate Services, this role supports the daily operations of the People, Communications, and Brand departments and provides executive and project assistance primarily to the EVP, along with the VP and Senior Director in Human Resources. This position supports the Communications team and jointly reports to the Vice President - Communications. This role also provides general support to the HR/Communications/Brand team across a broad range of activities. The role requires interaction with a wide range of organizational levels up to the Board of Directors and must consistently represent the Corporate Services functions in a positive and professional manner. Adept handling of confidential and sensitive issues and information is essential.

What you will deliver:

• Provide professional, executive-level support and client liaison in a positive and professional manner.
• Undertake preparation, formatting, and distribution of materials for various meetings, including Executive Committee and Board Meetings.
• Prepare, edit and coordinate reports and presentations in a professional, accurate and timely manner.
• Manage timelines, coordinate updates and monitor assigned tasks and projects.
• Prioritize correspondence and enquiries, identifying more urgent matters and determining an appropriate response or plan of action.
• Support EVP’s daily activities ensure necessary information for meetings ( relevant documentation, background information), calendar management, organize meetings, handle correspondence and files, field enquires, handle travel arrangements, and manage expense reporting, anticipating issues and initiating appropriate action and follow up.
• Undertake various administration for the EVP, HR, and Communications leadership including arranging meetings (incl. ordering food and supplies), handling expenses, mail, social posts, recognition opportunities, managing invoices and allocating charges to the correct G/L accounts.
• Coordinate and identify opportunities to enhance team engagement including quarterly meetings, department events and celebrations including event planning, logistics, communication, roll-out, and close-out.
• Coordinate events such as townhalls, media events, training, large meetings.
• Lead and support cross-department events related to employee engagement, OneCF culture, Purpose and Values Plan, and related initiatives.
• Collaborate with the broader Executive Assistant group.
• Administer internal communications CF Mosaic and weekly E-blast (post articles, distribution list management, build weekly E-blast).
• Administer external communications update copy and images on website, post social media content, support media and public relations activities.
• Create content on various communications assets CF community, press releases.
• Report Communications metrics.
• Facilitate set-up for new department employees, liaising with various internal functions.
• Ensure smooth operation of departmental office equipment.
• Support other HR and Communications projects/initiatives as required.
• Provide back-up support coverage for other HR/Communications teammates as required.

What your strengths are:

• Demonstrated ability to exercise discretion and diplomacy, in combination with previous experience in handling confidential or sensitive information
• Strong Microsoft Office and Google suite skills
• Experience with HR Information Systems is an asset
• Superior organization, administration, prioritization and time management skills
• Excellent writing and proof-reading skills
• Strong interpersonal and communication skills and a high comfort level in dealing with senior management as well as individuals at all organizational levels
• High level of sound and independent judgment, reasoning, and discretion, with the ability to anticipate and initiate action
• Professional, approachable, and responsive, with a positive work attitude
• Proven ability to operate independently with initiative and minimal direction
• Strong customer service orientation
• High degree of alignment with CF’s Values and associated behaviors

What you need to succeed:

• College education in business or a related discipline, or a comparable combination of education and progressive experience.
• – years of relevant experience with years at the executive assistant level, as well as experience simultaneously supporting multiple senior leaders.
• Exposure to Real Estate, Human Resources, and Communications is an asset.

Within a flexible work environment, regular weekly in-office attendance is required. Flexibility in work hours is required as there are occasions where work outside typical business hours is required.

Starting base salary for this job level may range from $, - $,. The actual base salary offered will consider several factors including, but not limited to the role, experiences, skills & qualifications, location, market and internal considerations; with this context, CF reserves the right to pay above this range. Cadillac Fairview offers a competitive total rewards package in addition to base pay which includes a performance – based incentive plan, a comprehensive pension and benefits plan, paid time off including vacation, wellbeing & volunteer days and support for continued growth and development.

Why you should join us:

At Cadillac Fairview we have been transforming communities for over years. We are so much more than our properties. We are building leaders at all levels. We offer the challenge of interesting work, a great organizational culture, the opportunity to collaborate with the best in the business, and support for your growth and development. We reward values-based behavior and superior results with a competitive rewards package that includes best-in-class benefits and pension. Imagine a place where you can make a difference!

At CF our everyday actions and critical business decisions are guided by our CF Values. Achieving results is naturally important for us and we achieve results through behaviours that are consistent with our CF Values.

Are you someone who believes in our values?

• Aim Higher – we strive to exceed expectations
• Own Your Expertise – we empower ourselves and each other
• Collaborate Effectively – we bring the right people together to get the right results
• Engage with Empathy – we objectively consider the needs of others
• Embrace Change – we drive, learn from, and adapt to change

At CF you’ll join a diverse community and award-winning team where your talent and commitment to excellence are welcomed, valued and respected.

CF is an equal opportunity employer and is committed to creating a diverse and inclusive environment.