GWLRA is a leader in both the commercial and multi-residential real estate industries. We believe in generating value by creating vibrant, sustainable communities that engage, excite, and inspire. Our people live our values through the work they do and the results they deliver. Our core values are keeping our word, working better together and embracing diversity.

Reporting to the EVP, Portfolio Management and VP, Investments, this position will provide administrative support to the Toronto-based Portfolio Management and Investments teams. This position provides support with a high degree of accuracy, professionalism, discretion and judgment.

You enjoy organizing and planning tasks while maintaining a high level of detail. No task is too complex or minor to you - you are highly collaborative and want to help with whatever is needed by the team! You will have the opportunity to get exposure to both legal and analytical work.

RESPONSIBILITIES

General Administration

• Manages co-ordination of internal and external meetings, including documentation
• Attend meetings as needed to assist with minutes and action items for follow up
• Works closely to ensure that projects are up to date
• Acts as communication conduit for internal and external parties
• Consistently exercises discretion in managing correspondence, information, and all matters of confidentiality; photocopies, scans, answers phone and greets visitors at reception
• Processes invoices/expense reports in a timely manner and in accordance with accounting policies
• Books travel and accommodation for team members as needed
• Prioritise tasks and manage expectations
• Supports ad-hoc requests for information or projects
• Back-up coverage for colleagues during absence

Calendar management and meeting logistics

• Coordinates department meetings, daily calendar, appointments, boardroom bookings, off-site and on-site meetings, conference calls, social engagements, travel arrangements, catering, IT resources and other requirements in support of smooth and efficient meeting facilitation
• Obtains briefing materials for meetings and events from the appropriate sources
• Supports and drives team members to ensure timely attendance of all meetings

Documentation and file management

• Prepares a variety of documents including reports, memos and letters
• Assists in the coordination of internal processes including being point of contact, organizing reporting groups
• Establishes and maintains both electronic and hard copy filing systems
• Coordinates for execution of key legal documents, including tracking execution status and follow up to ensure timely completion
• Supports the team’s filing and organizational needs

Relationship management

• Acts as key liaison for the team with internal and external professionals/employees, develops and maintains relationships with peer business executive administrative professionals
• Develops and maintains relationships with peer business executive administrative professionals
• Contributes to a positive and collaborative work environment, in alignment with GWLRA values

QUALIFICATIONS

• Post-secondary education in a relevant discipline
• At least 3 years of experience in a senior level administrative position
• Advanced Microsoft Office skills, primarily with Microsoft Word, Excel, Power Point, Teams and Outlook
• Demonstrated ability to work in a team environment where flexibility, keeping others informed and anticipating needs is essential
• Solid relationship building skills and the ability to interact professionally and confidently with various internal and external parties
• High standards of ethics and confidentiality to handle sensitive information
• Expert level written and oral communication skills; bilingualism is considered an asset

The base salary for this position is between $50,900.00 to $85,600.00 annually. This represents base salary only and does not represent other variable compensation components of our total compensation ( i.e. annual bonus, commission etc). If you are selected to move forward in our recruitment process, your recruiter will be able to discuss additional details of our total rewards program with you.

WHAT WE OFFER

• 3 weeks of vacation per year
• 3 paid personal days per year
• Half-day every Friday before a long weekend
• Eligible to participate in our annual performance based bonus program
• A comprehensive health benefits plan that supports you and your family
• Up to $2,000 annual education allowance
• Up to $5,000 annual mental health coverage
• A friendly, welcoming, and supportive culture
• Many social and team events!

Our Business

Learn more about our commercial and residential businesses, our values, and careers at GWLRA.

Our Commitment to Diversity

GWL Realty Advisors is an equal opportunity employer. It prohibits discrimination based on age, color, disability, national origin, race, religion, gender, sexual orientation, and any other legally protected class in accordance with applicable federal, provincial and local laws. We are committed to creating and maintaining an inclusive and accessible workplace. If you are contacted for an interview and require accommodation during the interviewing process, please let us know.

GWL Realty Advisors does not accept unsolicited resumes from any source other than directly from a candidate. Any unsolicited resumes sent to GWL Realty Advisors, directly or indirectly, will be considered GWL Realty Advisors property. GWL Realty Advisors will not pay a fee for any placement resulting from the receipt of an unsolicited resume. A recruiting agency must first have a valid, written and fully executed agency agreement contract for engaged services to submit resumes.