Why join us?

Are you looking to join an innovative, global real estate company who builds communities and connects people to exceptional places? If so, we would love to tell you our story.

At Oxford, our culture is truly one of a kind. Across business lines and around the world, we embrace the complex and tackle opportunities with speed and agility. We are ambitious and humble, forward looking and service-focused. We get stuff done, and have fun doing it! We take great pride in contributing to the communities where we live. We believe that what is good for the environment is good for business. Together we deliver exceptional experiences to our over 2 million daily customers.

We are currently looking for an exceptional Executive Assistant to primarily support the EVP, Chief Financial Officer o f Oxford Properties and the SVP, Finance Technology & Operations at our corporate head office in Downtown Toronto. In this role, you will have the opportunity to support a busy and energetic Executives and their immediate team. 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 a key member of an engaged, high-reaching team—part of a world-class, winning culture that prioritizes people development and focuses on long-term growth. We take great pride in leading the industry by earning respect through every interaction, every day. We go above and beyond to protect and grow relationships by anticipating needs, being honest and considerate and valuing customers and colleagues as genuine partners.

We believe that time together in the office is important for OMERS and Oxford, the strength of our employees, and the work we do for our pension members. In delivering on our pension promise, keeping us connected to our work and each other, our flexible hybrid work guideline requires teams to come in to the office 3-4 days per week.

As a member of this team, you will be responsible for:
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

Involvement with Investment Committee (“IC”) administration that entails IC meeting setup and co-ordination with IC members , weekly communications and administrative tasks related to the circulation of timely materials amongst IC members via emails, MS Teams and SharePoint sites

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 ELT, the Board, Committees, etc. ]

Managing invoices, budget 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 when back in the office may include ordering catering, mail distribution, greeting guests, etc.

To succeed in this role, you have:
Have 10 years’ experience supporting a C-suite executive in a large, complex, international organization

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

Excellent computer literacy, MS Office Suite experience and digital tools experience including g 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

Detail oriented when writing and editing business documents, communications and presentations

Proactively resolve any issues in a professional and calm manner.

Exercises high levels of discretion and judgment to deal with sensitive and confidential materials and matters

Possess exceptional interpersonal, influential, verbal and written communication skills

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

#LI-Hybrid
#IDOPGI

Our story:
Oxford Properties Group (“Oxford”) is a leading global real estate investor, asset manager and business builder. It builds, buys, and grows defined real estate operating business with world-class management teams. Established in 1960, Oxford and its portfolio companies manage approximately C$87 billion of assets across four continents on behalf of their investment partners. Oxford’s owned portfolio encompasses office, logistics, retail, multifamily residential, life sciences, hotels, alternatives and credit in global gateway cities and high-growth hubs. A thematic investor with a committed source of capital, Oxford invests in properties, portfolios, development sites, debt, securities, and real estate businesses across the risk-reward spectrum. Together with its portfolio companies, Oxford is one of the world’s most active developers with over 80 projects currently underway globally across all major asset classes. Oxford is owned by OMERS, the Canadian defined benefit pension plan for Ontario's municipal employees.

For more information on Oxford, visit www.oxfordproperties.com

OMERS is committed to having a workforce that reflects the communities in which we live and work. We are an equal opportunity employer committed to a barrier-free recruitment and selection process. At OMERS inclusion and diversity means belonging. How we create a sense of belonging is through our employees and our vast network of Employee Resource Groups. Whether you are passionate about gender, pride, or visible minorities, we have groups that are focused on making a difference in all of our lives.

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