Executive Assistant

Job Description

Position Summary :

The ideal candidate is detail oriented with strong design, editing and proofreading skills, proactive and interacts well with staff at all levels while remaining positive, flexible, and efficient.

This person will be an integral part of administrative duties and office procedures. A high level of professionalism and confidentiality is crucial to this role.

Executive Assistant responsibilities within Brookfield are subject to change and require flexibility as may be required to support other groups during busier times.

Key Responsibilities :

• Manage the main Outlook calendars and scheduling program specifics for all sales and fundraising-related prospecting and diligence meetings across multiple asset classes, and for both internal and external stakeholders utilizing assistants globally, to coordinate a variety of complex meetings with attention to different time zones
• Balance conflicting priorities to manage workflow, ensure the completion of essential projects, and meet critical deadlines
• Utilize analytical skills and a broad understanding of the business to interpret and anticipate the needs of the executives and proactively bring together appropriate resources to be supportive in addressing issues
• Promptly respond to requests with accuracy and a courteous demeanor
• Schedule and manage logistics for internal firm-wide BOWS events, specifically fund trainings, teach-ins, and launch sessions;

activities include managing the technology, catering, materials, e-mail communications and other items as needed

• Demonstrate an awareness of the fundamental business principles as well as an understanding of the overall firm to ensure appropriate decision-making protocols are followed
• Plan and coordinate onsite and offsite meetings, special functions and events with external and internal partners
• Work closely with other team members on onboarding new employees, as well as offboarding processes
• Create, format and maintain detailed Excel reports and Word documents utilizing advanced technical skills
• Organize complex travel arrangements as required, and in partner with Corporate Traveler, and update executives’ calendar with details
• Provide group administrative support and coverage prioritizing senior team members and other administrative staff such as : Manage email filing, distribution lists / mailboxes, and document preparation for internal and external meetingsManage filing system in Seismic and / or SharePointRetrieving mail, copying and binding, and submitting and processing of invoicesProcessing expense reports for various individualsCreate and modify PowerPoint presentations, including formatting of charts, graphs and images.

Attention to detail in formatting, design, editing and proofreading are required.

Key Competencies / Behaviors Required :

• Extraordinary attention to detail, pro-active approach to task management, and capable of sustained independent work.
• Able to prioritize calendars, meetings, responses and tasks with accuracy, concision, and professionalism.
• Excellent written and verbal communications skills.
• Demonstrated ability to handle confidential information appropriately.
• Seamless capability of holding professional interactions with various staff members at all levels and in multiple geographies
• Ability to manage a poised, task-oriented composition in a fast-paced environment, occasionally under time pressure, with a high level of professionalism and confidentiality.
• Ability to adapt to change and pro-actively seek and implement tasks as time allows.
• Ability to balance conflicting priorities to manage workflow and ensure the completion of essential projects.

Requirements :

• 10+ years’ experience as an Executive Assistant working in the financial services industry
• Education 4-year degree or beyond from an accredited university
• Mastery of MS Office, including Word, Excel, PowerPoint and Outlook (create and / or update PowerPoint presentations and create mail merges with numerous recipients)
• Experience with Concur, SharePoint and Salesforce, preferred
• Extremely organized, ability to anticipate requests and be proactive
• Able to manage multiple priorities and work comfortably in a fast-paced environment
• Strong interpersonal skills and good judgment
• Ability to communicate effectively with all levels of employees, including senior executives and outside contacts in a professional manner
• Team player and collaborative - provide support to other groups when time warrants, during absences, holidays etc.

Anticipated Compensation Range : $95,000-$115,000 USD