Executive Assistant and Coordinator, Office of the Chairman and Chief Executive Officer
Ivanhoé Cambridge
3d ago

Ivanhoé Cambridge develops and invests in high-quality real estate properties, projects and companies that are shaping the urban fabric in dynamic cities around the world.

It does so responsibly, with a long-term view to generate optimal, risk-adjusted returns. Ivanhoé Cambridge is committed to creating living spaces that foster the well-

being of people and communities, while reducing its environmental footprint.

Vertically integrated in Canada, Ivanhoé Cambridge invests internationally alongside strategic partners and major real estate funds that are leaders in their markets.

Through subsidiaries and partnerships, the Company holds interests in more than 1,000 buildings, primarily in the residential, office, retail, industrial and logistics sectors.

Ivanhoé Cambridge held more than C$60 billion in assets as at December 31, 2017, and is a real estate subsidiary of the Caisse de dépôt et placement du Québec (cdpq.

com), one of Canada's leading institutional fund managers. For more information : ivanhoecambridge.com.

Specific accountabilities

The incumbent’s main responsibility is to assist the Chairman and Chief Executive Officer and to coordinate his calendar, internal and external appointments, and local and international travel.

The Chairman and CEO requires the services of a high-level partner who possesses the expertise to deal with senior company executives in a fast-

paced environment, who is known for their keen organizational skills, who is able to collaborate effectively with various business units and who is adept at solving problems before they escalate.

The incumbent must be self-motivated, reliable and able to use the technology at their disposal to address needs and facilitate the Chairman and CEO’s daily work.

Main duties include the following :

  • Proactively provide high-calibre support and anticipate the needs of the Chairman and CEO and senior management;
  • Assume full control and management of the Chairman and CEO’s calendar : schedule appointments; manage and confirm meeting facilities and attendees;
  • set up business lunches and dinners; coordinate travel time; etc.;
  • Add all official meetings in the corporate calendar to the Chairman and CEO’s calendar, as well as all meetings of committees on which he serves;
  • Coordinate all local, national and international travel arrangements (itineraries, visas, airline tickets, hotels, drivers, etc.);
  • Stay in constant communication with the Chairman and CEO while he is travelling abroad; see to any matters that can be settled in his absence in an appropriate manner;
  • Promptly and tactfully respond to enquiries from shareholders, partners and senior executives;
  • Filter incoming calls and appointment queries, prioritizing people and situations that require the Chairman and CEO’s more immediate attention.
  • Handle confidential and sensitive information with due care and discretion;
  • Follow up on travel and other expenses to facilitate reconciliation operations. Upload and track reimbursement and credit requests in the Concur system;
  • Brief the Chairman and CEO on external stakeholders and topics and matters to be addressed prior to calls or meetings;
  • Obtain the Chairman and CEO’s signature on documents requiring his authorization;
  • Coordinate and collaborate with other executive assistants to foster effective communication, contribute to the execution of joint projects, etc.;
  • Coordinate the planning of occasional special events;
  • Work closely with the Senior Director, Office of the Chairman and CEO and ensure support in organizing and following up on meetings of the executive committee, board of directors, audit committee and investment committee, as well as special matters involving the Caisse;
  • Provide the necessary administrative support, including the preparation of various documents such as presentations for senior management and various committees (slide shows, executive summaries, correspondence, memos, etc.).
  • Key requirements

  • College diploma (DCS) in secretarial studies or office technology;
  • Ten or more years of experience as an executive assistant;
  • Excellent written and spoken French and English; solid business writing skills;
  • Proven communication skills;
  • Strong interpersonal skills; keen sense of tact and diplomacy;
  • Rigorous and detail- and results-oriented;
  • Effective multitasker with excellent time management and prioritization capabilities;
  • Ability to perform under pressure with little or no supervision;
  • Proficiency in Word, Excel, Outlook and PowerPoint;
  • Self-motivated, outgoing, highly organized, discreet and flexible;
  • Team spirit and ability to work with people at all levels.
  • If you are interested in this challenge, please submit your resume.

    You have everything to gain!

    When you join the Ivanhoé Cambridge team, you are eligible for employment benefits and a pension plan that are among the best in the industry.

    Our many health and wellness programs encourage you to balance your work and personal lives and fulfil your desire for social involvement, while maintaining a healthy lifestyle.

    At Ivanhoé Cambridge, you will have many opportunities to develop your skills and thrive professionally, in Canada or elsewhere in the world.

    Our initiatives aimed at creating an exceptional working environment that inspires our employees to give the best of themselves elevated Ivanhoé Cambridge into the ranks of Canada’s 50 Best Employers, 100 Top Employers and 10 Most Admired Corporate Cultures.

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