Job Description

PURPOSE

The Administrative Assistant is accountable to the Vice President for assisting senior management of one or several departments with a variety of tasks and supporting other function-specific activities to ensure they are carried out in a timely and consistent manner to enable the functions/departments to achieve their respective business goals and objectives.

DUTIES AND RESPONSIBILITIES

1. Personal Assistant Support

Carries out duties of a personal assistant to senior and executive management by preparing various arrangements and associated reporting incl. daily schedules, coordination and arrangements of meetings, travel arrangements, event organization and coordination as well as preparation of personal expense reports to support workload and time management activities at the senior and executive management level.

2. Research and Analysis

Completes regular and ad-hoc research and analysis, normally confidential in nature, assigned by senior and executive management to provide background/insight into various topics/areas for the purpose of reporting or business decision making.

3. Special Project Support

Supports senior and executive management and their department members by assisting with administrative and other tasks, projects or initiatives in the areas of documentation and knowledge management, data and technology platform maintenance, Purchase Orders, invoice processing for payments and financial reporting of low complexity, where required, as well as travel arrangements to ensure overall business goals and objectives of the functions/departments are met efficiently and on time.

4. General Administrative Duties

Performs general administrative duties for a variety of departments that they support including distribution of mail, photocopying, etc., while also assisting with handling and creating correspondences and performing various data input activities, as required.

Any other job related duties and/or projects that may be assigned.

MINIMUM REQUIREMENTS
Skills, Knowledge, Experience and Education

• Minimum of 2 years of relevant administrative experience at the executive level supporting two or more functions simultaneously
• Previous experience in real estate industry
• Advanced working knowledge of MS Office applications

Core Competencies

• Excellent communication skills both written and verbal
• Strong organizational and time management skills
• Strong analytical skills
• Strong interpersonal skills
• Ability to confidently deal with employees at different levels in the organization
• Ability to deliver quality results under pressure and within tight timelines
• Systematic thinker
• Professionalism handling sensitive and confidential information
• Balanced temperament

ADDITIONAL REQUIREMENTS

• High School or College diploma in a related field (e.g. Office Administration, Business Administration etc.) or equivalent is an asset