Executive Assistant, Head of US, Oxford Properties

Job Summary We are looking for an Executive Assistant to support the US Head of Oxford Properties based in New York. Responsibilities Provide a full range of confidential administrative services for a senior leader(s) ensuring quality service and professionalism at every interaction Meeting management which includes scheduling, preparing agendas, taking minutes and documenting action items at leadership team meetings, strategic sessions and applicable boards the leader is involved in Preparation and coordination of meetings and events such as all-team Town Halls, Leadership team meetings, offsites and other department-wide meetings Prepare reports, presentations, communications, and documents relating to matters of sensitive nature on behalf of the leader by identifying required information, conducting research and utilizing appropriate sources as required Proactively recommend enhancements to processes and issues to increase efficiencies and share best practices Manage, coordinate, and maintain a complex calendar with conflicting priorities Overseeing all incoming and outgoing communications, including emails, phone calls, reports, and internal correspondence Prioritizes and organizes workload of the leader to ensure items that are critical to the business and to key stakeholders are on the agenda Build strong relationships across the organization, including partnering with internal and external stakeholders Prioritize conflicting needs, troubleshoot, handle matters expeditiously, proactively and follow-through on projects Execute and assist with projects and special assignments by establishing objectives, determining priorities, managing time, monitoring progress, problem-solving and adjusting plans as required Administration of confidential files and presentations Apply appropriate due diligence ensuring accuracy in preparing and promptly completing all required documents including reports for (the Executive Leadership Team, the Board, Committees, etc.) Managing invoices, brand reports including monitoring and analyzing budgets, expenses and year end accruals Perform diverse range of tasks that involve a range of complexity with autonomy and discretion to make decisions within well-defined parameters Be an effective teammate and flexible in adjusting to changing work priorities Participate fully as a member of the team and contribute to a positive and inclusive work environment Coordinate extensive and sometimes complex domestic and international travel arrangements, hotels and itineraries. Plan and coordinate for onsite and offsite meetings, meeting rooms, special functions and events including logistics such as location, meals, technology, communication, materials and RSVP’s. General office duties may include ordering catering, mail distribution, greeting guests, etc. Required Qualifications Have 10 years’ experience supporting a C-suite executive in a large, complex, international organization Excellent computer literacy, MS Office Suite experience and digital tools experience including MS Teams, SharePoint etc. Works extremely well under pressure with the ability to meet tight deadlines while maintaining attention to detail Demonstrate superior customer service skills and professionalism when partnering with all levels and external stakeholders. Demonstrated strength in time management and organizational skills with the ability to multi-task in a fast paced and demanding environment. Demonstrate the ability to prioritize, multi-task, and work independently with minimal direction and proficiency in dealing with ambiguity Possess exceptional interpersonal, influential, verbal and written communication skills Desirable Assets A post-secondary education (college or university) is preferred Detail oriented when writing and editing business documents, communications and presentations Exercises high levels of discretion and judgment to deal with sensitive and confidential materials and matters Drive to achieve results and continuously strive to deliver the highest performance through creative thinking Demonstrate the ability to be a proactive and independent thinker to make judgement calls Resiliency, resourceful and flexible in adapting to changes to the leader’s accountabilities, projects, and priorities and able to devise contingency plans as needed Thrive in dynamic organizations that constantly evolve and adapt Experience in mentoring or supervising other administrative professionals is an asset Have flexibility to work extra hours on occasion and sometimes on short notice Compensation and Benefits The annualized base salary ranges for the primary location and any additional locations are listed below. The base salary that is ultimately offered to the successful candidate will consider a wide array of factors including but not limited to the individual’s skill set. You may also be eligible to receive an annual Incentive Award pursuant to our Short-term Incentive plan and our Long-Term Incentive plan (if applicable), and to participate in our group benefits and retirement plans – details on these elements of compensation are included within OMERS & Oxford offer letters. EEO Statement From hire to retire, we are an equal opportunity employer committed to an inclusive, barrier-free recruitment and selection process that extends all the way through your employee experience. This sense of belonging and connection is cultivated up, down and across our global organization thanks to our vast network of Employee Resource Groups with executive leader sponsorship, our View email address on click.appcast.io committee and employee recognition programs. #J-18808-Ljbffr Oxford Properties Group