Assistant To Jobs in Pickering, ON (NOW HIRING)

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.

The Executive Assistant provides high‑level administrative and organizational support to the Senior Vice President, General Counsel, ESG & Corporate Secretary, and the Legal and ESG teams, ensuring the effective coordination of executive priorities, daily operations, and key business activities. This role requires a highly organized, detail‑oriented and proactive individual who can manage competing priorities, handle confidential information, support Board and committee activities, and build strong relationships across the organization and with external stakeholders.

• 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.

• 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.

Salary Range: $88,000 – $108,000 a year

The base salary range for this role reflects compensation for candidates at varying levels of experience and proficiency. The salary will be determined based on the successful candidate’s relevant competencies, including skills, experience, education, and our teams’ requirements.

The listed salary range does not include bonus and other total rewards. This role is eligible for participation in the company’s bonus program.

This posting is for an existing vacancy within our organization.

We believe in rewarding you for what you do and investing in your career and long‑term success. Our total rewards program is designed to help you thrive in every aspect of your life: physically, emotionally, financially, and socially.

An Extensive Health and Benefits Program that includes health and dental benefits starting on day one, healthcare and wellness/lifestyle spending accounts, access to an employee family and assistance program, virtual healthcare services, and other resources to support your overall well‑being.

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

Work/Life Balance that prioritizes you. Enjoy 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 opportunities to advance your skills and grow your career through our continuing education reimbursement, mentorship and leadership development programs, on‑demand online learning, and cross‑functional training opportunities.

Additional Perks and Benefits that include paid time off, parental leave top‑up, employee discounts, referral and recognition programs, and year‑round opportunities to connect through community initiatives, committees, and social events.

If you share RioCan’s values and a passion for real estate, we want to hear from you.

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.