Executive Assistant, Finance

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Date Posted: 12/8/2021

Location: Toronto - 20 Queen Office, ON, CAN

Reference No.: 2021-9165

Department: Finance

Position Type: Full Time

Job Grade: D

Role impact:

Under the direction of the Senior Vice President Finance, this role will support the office of the SVP Finance, their direct reports (Finance leads in International Investments, Development, Financial Systems and Controls, and Accounting/ Reporting & Planning groups) as well as the Finance Transformation Office in administrative and business functions including preparing and distributing documentation, meeting minutes and reports, calendar management, organizing travel and team events, processing expenses and invoices and other departmental tasks.  


What you will deliver:

  • Organize day-to-day schedule of SVP and assist Senior Directors (Leads) in calendar management
  • Coordinate and schedule cross departmental meetings
  • Assist in the preparation of quarterly materials sent to the Audit Committee and Board of Directors
  • Maintain Time & Attendance records for the Finance Department
  • Organize team events and socials and assist in organizing and hosting Finance Department events and Social and Wellness activities
  • Provide project coordination support to the Finance Transformation Office including timely completion of meeting minutes, research, project assistance, presentations, and document preparation support
  • Provide and maintain courteous, professional and efficient service to internal and external contacts by responding to requests for information in a timely manner or redirecting inquiries beyond own scope of expertise in order to maintain good levels of customer service
  • Organize and maintain departmental filing system (electronic and physical) as per Cadillac Fairview's File Classification and Retention Policy
  • Work with external auditor to assist in the coordination of audits and meetings
  • Prepare documents for signature and provide support in signing process
  • Coordinating mail for Finance leads (as required) and redirecting accordingly including cheques received for Development finance, cheques from JV partners for CF signatures and redirect accordingly within CF and to external parties
  • Prepare correspondence and team communications
  • Organize travel arrangements for team members
  • Complete expense reports and process invoices and wire payments
  • Identify issues that have potential to negatively impact the effectiveness of the team and research and recommend possible solutions to SVP in order to ensure department runs at optimum efficiency
  • Other responsibilities as assigned: some accounting tasks from time to time such as generating reports from financial system, merging documents in pdf, checking the manual summaries of Development cheques.


 What your strengths are:

  • Advanced skills in Microsoft Office applications including Microsoft Word, Excel, and Powerpoint
  • Strong verbal and written communication skills
  • Ability to work under pressure and with deadlines
  • Attention to accuracy and detail
  • Ability to work independently and as a team-player with a strong customer service orientation
  • Ability to organize a daily workload by priorities      


What you need to succeed:      

  • Minimum 3 years related work experience, with at least 12 months supporting a large team
  • Proven experience as an executive assistant or other relevant administrative support experience

Why you should join us:

At Cadillac Fairview we have been transforming communities for over 50 years.  We are so much more than our properties.  We are building leaders at all levels.  We offer the challenge of interesting work, a great organizational culture, the opportunity to collaborate with the best in the business, and support for your growth and development.  We reward values-based behavior and superior results with a competitive rewards package that includes best-in-class benefits and pension.  Imagine a place where you can make a difference!


At CF our everyday actions and critical business decisions are guided by our CF Values. Achieving results is naturally important for us and we achieve results through behaviours that are consistent with our CF Values.


Are you someone who believes in our values?


  • Aim Higher – we strive to exceed expectations
  • Own Your Expertise – we empower ourselves and each other
  • Collaborate Effectively – we bring the right people together to get the right results
  • Engage with Empathy – we objectively consider the needs of others
  • Embrace Change – we drive, learn from, and adapt to change


At CF you’ll join a diverse community and award-winning team where your talent and commitment to excellence are welcomed, valued and respected.  We’re ready to meet you there – are you?


CF is an equal opportunity employer and is committed to creating a diverse and inclusive environment.  If you need reasonable accommodation during the recruitment, assessment, and/or selection process, please notify your CF contact or email cfcareers@cadillacfairview.com.


CF currently has a vaccination policy that is a condition of employment.