Executive Assistant to SVP, General Counsel, ESG & Corporate Secretary

Who We Are

For over 30 years, our entrepreneurial mindset and strategic vision have fueled our growth into one of Canada’s largest and most successful REITs. Our retail-focused and mixed-use portfolio reflects our commitment to creating vibrant community spaces where people want to shop, live, work, and play. We take pride in our strong legacy while continuously adapting, innovating, and investing in the future. We’re proud to be recognized as one of Canada’s Most Admired Corporate Cultures, Canada’s Greenest Employers, Canada’s Best Diversity Employers, and a Greater Toronto Top Employer.

At RioCan, we believe our people are our greatest strength. We foster a welcoming, inclusive culture where employees can connect authentically, grow continuously, and bring their whole selves to work. Here, you’ll find opportunities to learn, lead, and make an impact every day.

RESPONSIBILITIES

• Manage a highly dynamic calendar in a fast-paced environment, anticipating scheduling conflicts and adjusting priorities as needed.
• Coordinate meetings, business lunches, and domestic travel arrangements, including itineraries, accommodations, and logistics.
• Plan and execute end-to-end team events, including team-building activities, lunch & learns, celebrations, and departmental functions.
• Prepare, edit, and distribute correspondence, presentations, reports, meeting materials, and presentation packages for executives, Board members, and external stakeholders.
• Coordinate the execution of legal and corporate documents while maintaining strict confidentiality and meeting tight deadlines.
• Process a high volume of legal invoices, expense reports, purchase orders, and cheque requisitions for the Senior Vice President and direct reports.
• Coordinate logistics for quarterly Nominating, Environmental, Social and Governance Committee (NESGC) meetings, including meeting setup, catering, materials, and administrative support.
• Support the WIN (Women’s Initiative Network) Committee by coordinating committee initiatives, meetings, and events.
• Maintain filing systems, legal records, internal databases, reports, and the ESG data management system to ensure accurate documentation and recordkeeping.
• Coordinate Environmental Site Assessment visits and related site logistics.
• Provide administrative support to the Legal and ESG teams, including filing, scanning, photocopying, document uploads, and other administrative functions as required.
• Reconcile bank accounts and maintain banking records, as required.
• Participate in special projects and perform other duties as assigned.

QUALIFICATIONS

• College Diploma or Certificate in Executive Office Administration or related field;
• 8-10 years of experience in a similar role in a law firm, in-house legal department, or real estate organization is considered an asset;
• Excellent oral and written communication skills with the ability to effectively communicate across all levels within as well as outside the organization;
• Excellent attention to detail along with proactive organizational and time management skills;
• Proven ability to work in a team environment;
• Ability to effectively manage multiple competing priorities;
• Ability to show initiative and work independently;
• A high sensitivity to the confidentiality of information;
• Proactive, show initiative, and exercise good judgment;
• Experience preparing agendas, minutes, letters, and memos accurately;
• Ability to work well under pressure and meet strict deadlines;
• Proficient in Word, PowerPoint, Excel, and Outlook.