Executive Assistant, Chief Legal Counsel & Corporate Secretary

CreateTO, launched on January 1, 2018, is a municipal government agency established to manage the City of Toronto’s real estate portfolio.  CreateTO works collaboratively with City stakeholders, external partners and community members to create more livable, sustainable and inclusive communities.  The agency will enable the City, for the first time, to adopt a strategic city-wide approach towards the delivery of real estate solutions to promote a balance of community and economic benefits.

Responsibilities:

• Manage the CLC’s dynamic calendar, including with Board members, City of Toronto Staff, community and business leaders, outside counsel and staff;
• Brief CLC daily/weekly on priorities for the day/week, thinking through the implications of events and activities in the executive’s calendars;
• Provide administrative assistance to other members of the legal team, and supporting other leaders in the organization as required
• Set up meetings of all sizes, including Board meetings. Determine technology to best accomplish meeting and ensure technology is working at time of meeting. Prepare agendas, slides and research as required, arranging catering, booking rooms, liaising with all attendees, sending out pre-work and materials after the meeting, etc.;
• Attend meetings with CLC, when appropriate, to take minutes/notes and handle all follow up requirements;
• Handle confidential and non-routine information with appropriate discretion at all times.
• This position is also the board liaison and primary contact responsible for scheduling, preparing, coordinating, and distributing materials for Board meetings, and managing all other administrative requirements for the Board of Directors and Board meetings;
• May at times require supporting other executive leads when required.

Skills and Qualifications

• Minimum of 6+ years’ executive administrative experience supporting senior executives;
• Prior experience managing Board administration;
• Prior experience managing corporate filings;
• Post-secondary degree in a business-related discipline or an equivalent work history;
• Proactive, self-directed and detail oriented;
• Excellent coordination, prioritization, and follow-up skills necessary for an often changing environment, to achieve stated goals and objectives;
• Strong interpersonal skills and the ability to exercise good judgment, tact and discretion;
• Ability to work with highly confidential information with both maturity and professionalism;
• Excellent oral and written communication;
• Ability to work well independently and within a team environment;
• Proficiency in Microsoft Outlook, Word, Excel, and PowerPoint, as well as Adobe and other business applications;
• Experience in Yardi would be an asset.

CreateTO is committed to fostering a positive and progressive workforce.  We provide equitable treatment and accommodation to ensure barrier-free employment in accordance with the Ontario Human Rights Code and Accessibility for Ontarians with Disabilities Act.  Candidates can request accommodation related to the protected grounds at any stage of the hiring process.  Our organization is committed to creating a diverse, inclusive, and equitable environment and we especially welcome applications from individuals within equity seeking groups.  We strive to provide an inclusive workplace that promotes and values diversity.  Diversity in age, gender identity, race, sexual orientation, physical or mental ability, ethnicity, and perspective are proven to build better companies.  Our goal is to create an environment where everyone, from any background, can do their best work and be themselves.  For more information on CreateTO, please visit our website at www.createto.ca.

Interested and qualified candidates are required to send their resume and cover letter in confidence to [email protected] quoting the job title (“Executive Assistant, Chief Legal Counsel & Corporate Secretary”) in the subject line by Thursday, September 28^th, 2023.  Submissions that don’t include the requirements noted above will not be considered.  Only those individuals selected for an interview will be contacted.  No agencies at this time please.