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Administrative Assistant

4 months ago

Vaughan ON, Canada SmartCentres REIT Full time

Job Title: Administrative Assistant, Central

Reports To: EVP, Portfolio Leader

Department: Central

Position Summary

Provide administrative support with a high level of accuracy to the Business Units, including the coordination of the department’s administration activities.

Responsibilities:

  • Support the EVP of Development, including but not limited to calendar management, expense reports, scheduling of internal and external meetings, undertaking demographic and property ownership searches, assist with presentations as needed, assist with travel arrangements as required, and a multitude of other tasks that materialize through the course of land development.
  • Manage various approvals required for signature of the EVP on behalf of the development groups – Home office and West team.
  • Communicate messages, direction, and input to development team members on behalf of the EVP, as directed.
  • Assist the EVP in chairing bi-weekly team meetings, including coordination of summary updates from team members prior to the team meeting.
  • Assist the EVP in scheduling one-on-one meetings with senior development team members.
  • Ensure Boardroom equipment are functional prior to meetings.
  • Prepare hardcopy materials for in-person meetings, as required.
  • Assist the team with demographic and ownership searches, requests, and corporate letterheads as required.
  • Responsible for making urgent City payments with department corporate card i.e., application fees, development permits, etc.
  • Coordinate meetings on behalf of the team – C1, C3 and Financial Analysis.
  • Note and track in excel all vacation and sick days requests for the entire business unit teams.
  • Update and manage the shared calendar for attendance of vacation and work-from-home days.
  • Manage in-house archive storage documents.
  • Communicate with the EVP, Portfolio Management & Investments for budget REIT increase requests approval on behalf of the development groups, once approved send to the Development Accounting team.
  • Upload weekly subscribed newsletters to the SmartHub external link page.
  • Assist the Business Unit teams with organizing softcopy files to the appropriate unit folder in SharePoint.
  • Department mail distribution.
  • Back-up to the Process Coordinator in their absence.
  • Occasionally process Yardi requests for the development teams i.e., POs, budgets, reallocations, vendor set-ups, and such related in Yardi, link backup documents to the appropriate folder.
  • Assist Leasing with research requests, as required.
  • Coordinate team building; outings, special occasions, corporate events, and bi-weekly breakfast.
  • Work with HR upon new hires, departures, and submission of vacation trackers.
  • Review of Council Agendas for each municipality within the BU to ensure awareness of all other development applications;
  • Providing support to the BU related to presentation materials for Stakeholder meetings, Council presentations, etc.;
  • Coordination and compilation of presentation materials for special projects, including Investor presentations, SmartCentres Board presentations, etc.;
  • Management of senior team calendars
  • Management and preparation of senior team member expense reports;
  • Reception telephone relief;
  • Special projects assigned by senior team members.

Academic/Professional Requirements:

  • College Diploma and Three-year Bachelor’s Degree in Business or Secretarial field;
  • Additional designation and/or certification an asset.

Required Skills/Experience:

  • Minimum three to five years of Administrative Assistance experience or equivalent;
  • Excellent organizational skills, superior time management and multi-tasking skills;
  • Strong proficiency in MS Word, Power Point, Excel, Outlook and desktop publishing is required as well as knowledge of various types of office equipment;
  • Works well independently as well as in a group environment;
  • Must exercise tact and diplomacy in dealing with both internal and external contacts;
  • Excellent oral and written communication skills and must possess the ability to effectively communicate across all levels of management within the company as well as outside the organization.

Values

The Administrative Assistant must be client focused , advocate and communicate a positive image of the company, both internally and externally. The Administrative Assistant shall take accountability for decisions made and conduct oneself in a respectful and ethical manner in representing the company’s interests. The Administrative Assistant shall demonstrate entrepreneurialism and behave like an “owner” in carrying out daily tasks and responsibilities; demonstrating creativity and resourcefulness in achieving desired results. The Administrative Assistant is expected to be a team player and work effectively with colleagues and associates in terms of input, sharing of ideas and working to achieve common goal.

We are an equal opportunity employer committed to an inclusive and accessible recruitment and selection process. If you are contacted about an employment opportunity, please advise if you require accommodation.