Executive Assistant to Chief Investment Officer

Who We Are

RioCan is one of Canada's largest Real Estate Investment Trusts (REIT). We own, manage and develop retail-focused, increasingly mixed-use properties in Canada's major markets. We pioneered the REIT concept over 30 years ago and have transformed Canadian real estate.

We are proud to be recognized as one of Canada's Greenest Employers and a Greater Toronto's Top Employer. At RioCan, you can build a career with real impact and longevity. You get the stability and resources of an established company and the entrepreneurial and collaborative spirit of a start-up. Life at RioCan is dynamic and fast-paced. We know that great ideas can come from anywhere, and we empower our people to suggest and implement them. We value different voices and perspectives and appreciate that the unique backgrounds and identities we each bring to our jobs make the whole business stronger. 

POSITION OVERVIEW:

The Executive Assistant plays a pivotal role in providing skilled administrative support to the Chief Investments Officer (CIO) and two others on their leadership team. This individual will serve as a trusted partner, responsible for managing day-to-day operations, maintaining effective communication with internal and external stakeholders, and ensuring the smooth execution of business activities. The successful candidate will be reliable, proactive, highly organized, and thrive in a fast-paced environment.

• Manage and monitor calendars, including scheduling meetings, coordinating logistics, preparing agendas, and tracking follow-up action items.
• Arrange for resources and requirements necessary for effective meeting facilitation.
• Coordinate and support company and department events, including charitable initiatives.
• Coordinate travel arrangements, including flight and hotel bookings.
• Assist in the distribution of professional correspondence, presentations, and reports.
• Conduct research and compile relevant data to support executive-level decision-making.
• Collaborate with internal partners to support business goals and maintain effective relationships.
• Oversee networking and external relationships, including scheduling and managing meetings.
• Handle sensitive and confidential information with the utmost professionalism and discretion.
• Manage special projects and initiatives assigned by the CIO, balancing competing priorities and ensuring timely execution.
• Provide administrative and operational support to two direct reports.
• Prepare and submit expense claims and reports; monitor and track expenses to ensure compliance with budget.
• Process vendor invoices for payment in accordance with established procedures, guidelines, and agreements.
• Contribute to departmental and cross-functional projects and initiatives as assigned.
• Proactively identify and act on opportunities to improve processes, drive efficiencies, and anticipate executive needs.
• Maintain high standards of accuracy, completeness, and organization across all tasks.
• Perform additional duties and responsibilities as required.

• Minimum of 5 years of progressive administrative experience in a fast-paced, high-volume environment.
• Demonstrated success managing shifting priorities with composure and effectiveness.
• Bachelor’s Degree, College Diploma, or Certificate in Executive Office Administration preferred.
• Advanced proficiency in Microsoft Outlook, Word, Excel, and PowerPoint.
• Superior organizational and time management skills, with the ability to meet tight deadlines.
• Strong verbal and written communication skills.
• Proven ability to contribute effectively in a collaborative, team-oriented environment.
• Reliable, proactive, and resourceful, with sound judgment and initiative.
• High level of sensitivity and discretion in handling confidential information.
• Excellent stakeholder management and interpersonal skills.
• Flexible and adaptable, with strong analytical and problem-solving abilities.

Why join RioCan?

We believe in rewarding you for what you do and investing in your career and long-term success. Our total rewards and perquisites program is designed to fit and enrich your life physically, emotionally, financially, and socially. We offer eligible employees:

Work / Life Balance that prioritizes YOU. Enjoy a hybrid work model with flexible work hours, an extra-long weekend with our RioCan Cares Day, and half days before every long weekend in the summer.

Professional Growth and Development that includes a continuing education reimbursement, a mentorship and leadership development program, on-demand online learning, and cross-training opportunities.

An Extensive Health and Benefits Program that includes health and dental benefits for you and your family starting on day one, a healthcare spending account, an employee family and assistance program, virtual healthcare, and other resources.

A Comprehensive Retirement Program to help prepare our employees for the future. This includes matching employee contributions in a retirement savings plan, pension plan, and an employee unit purchase plan.

Additional Perks and Benefits that include paid time off, parental leave top-up, various employee discounts, employee referral and recognition programs, and opportunities to participate in community initiatives, committees, and social events throughout the year.

We are committed to creating a diverse and inclusive work environment where all employees are valued, included, and empowered to do their best work and bring great ideas. People are at the core of who we are, and we respect that they have taken all paths to get here. RioCan welcomes applications from all candidates and is committed to providing accommodations for people with disabilities. If you require accommodation at any stage of the application process, please let us know, and we will be happy to work with you to meet your needs.

You can visit us at www.riocan.com and follow us on LinkedIn to learn more about who we are and what a career at RioCan can look like for you.