Executive Assistant, Oxford Properties

Oxford is a global real estate investor, managing nearly CAD $125billion of assets and 140 million square feet of real estate. Our global portfolio includes office, life sciences, industrial, retail, residential, hotel and credit assets across four continents.

We pair our global expertise and scale with world-class management teams and local platforms to enhance business performance and create value for shareholders. Our clear strategies and committed capital allow our businesses and leaders to focus on acquiring, developing and managing the world's best assets in the world's most dynamic markets.

As an Executive Assistant on the Oxford team, you are central member of the team and will be expected to be a self-starter who can work independently with minimal supervision and direction.  Your superior organization and time management skills, not to mention your amazing attention to detail will help support the team in Australia. Your positive attitude and superior customer service, organizational, project management and problem-solving skills will be key to your success in this role.

You will be required to exercise coordination, judgment and initiative in order to support multiple, complex activities on behalf of Oxford. Occasionally, this position may be required to work outside of business hours in order to meet business needs.

Responsibilities:

• Provide exceptional and efficient support to the Executive and the broader team. Due to the collaborative nature of this role, there is an expectation to work in the office four days a week.

• Manage, coordinate and maintain calendars and mailboxes, schedule appointments and meetings across multiple time zones.

• Complete and process expense reports, invoice approvals, professional registrations and any other delegated processes.

• Prioritize conflicting needs, 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.

• Document production including creation of presentations, proposals, and other documents.

• Serve as the main point of contact for inquiries about meetings, scheduling, communications and information requests.

• Proactively resolve any issues in a professional and calm manner.

• Liaise with and support other admin staff within the office when necessary.

• Deal with confidential and sensitive issues requiring a high level of discretion and tact.

• Manage a variety of key projects and initiatives and other tasks as required.

• Provide backup and vacation coverage support to other members of the Administrative Team.

• 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 including ordering catering, mail distribution, greeting guests, etc.

• Accept the size of the team may expand during your tenure though within reasonable limits.

Qualifications:

• You are a team player and demonstrate an ability to collaborate and work with all levels of an organization and with external stakeholders.

• years of executive support level experience, preferably in a complex, international professional services work environment.

• A post-secondary education (college or university) is preferred.

• Flexibility to work outside of office hours and sometimes on short notice given the global nature of the team.

• Demonstrated strength in time management and organizational skills with the ability to multi-task in a fast paced and demanding environment.

• You take the initiative to identify and improve on any task, project or process you think may need it.

• Attention to detail and accuracy is extremely important in this role.

• You are flexible and able to adapt quickly to last-minute changes and don't let that phase you.

• Strong written and excellent interpersonal and communication skills are an absolute must.

• You must display a high level of professionalism and discretion and  be able to quickly establish and maintain relationships with the team, the companies we support and multiple external stakeholders.

• Excellent computer literacy and MS Office Suite experience, including advanced skills in Outlook, PowerPoint, Excel and Word.

• Experience navigating and collaborating through a broader suite of digital tools such as MS Teams, SharePoint, etc.