Administrative Assistant

Reporting to the Manager, Site Support, this candidate will provide overall administrative support to the multi residential executive team as well as our operational site teams.  This position provides administrative support with a high degree of accuracy, professionalism, discretion, and judgment.

You enjoy working in an exciting fast-paced environment that provides exposure to different aspects of the business.  while maintaining a high level of detail. No task is too complex or minor to you – you are highly organized and collaborative and want to help with whatever is needed by the team.

RESPONSIBILITIES

General Administration

• Prepares for internal/external meetings, including agenda, documentation and presentation preparation.
• Acts as communication conduit internal and external parties.
• Consistently exercises discretion in managing correspondence, information, and all matters of confidentiality; photocopies, scans, answers phone and greets visitors at reception
• Processes expense reports for the Senior Leadership team
• Booking travel and accommodation for the Senior Leadership team as needed
• Other duties where required.
• Assist with the onboarding and offboarding process of new staff including ordering equipment and assisting with the set up of corporate devices.
• Maintaining and organizing of phone directories and organizational charts
• Maintaining corporate equipment inventory lists

Calendar Management and Meeting Logistics

• Coordinates department and Teams meetings, daily calendar, appointments, boardroom bookings, off-site and on-site meetings, social engagements, travel arrangements, catering, and other requirements in support of smooth and efficient meeting facilitation
• Obtains briefing materials for meetings and events from the appropriate sources

Documentation and File Management

• Coordinate quarterly compliance reports
• Prepares a variety of documents including reports, memos and letters for digital internal and external posting and circulation.
• Assists in the coordination of internal processes including being point of contact, organizing reporting groups
• Establishes and maintains electronic filing systems
• Supports the team’s organizational needs

Relationship Management

• Acts as key liaison for the team with internal and external professionals/employees, develops and maintains relationships with peer business administrative professionals, and others

 QUALIFICATIONS

• Post-secondary education in a relevant discipline
• 3 years of experience in a administrative position
• Advanced PC skills primarily with Office 365 including SharePoint, Microsoft Word, Excel, Power Point, Teams and Outlook
• Ability to deal with confidential/sensitive issues using discretion
• Excellent problem solving, organizational, interpersonal, and time management skills
• Exceptional written and oral communication skills
• Proven analytical ability and judgment skills
• Adaptable and eager to thrive in a dynamic work environment with tight deadlines and support a multi-person team with a professional and service-oriented attitude
• Solid relationship building skills and the ability to interact professionally and confidently with various internal and external parties
• Tech savvy is considered an asset