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Administrative Assistant/Office
1 week ago
Administrative Assistant, Central Reports To:
EVP, Portfolio Leader
Provide administrative support with a high level of accuracy to the Business Units, including the coordination of the department's administration activities.
Manage various approvals required for signature of the EVP on behalf of the development groups – Home office and West team.
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.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., 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.
Assist the Business Unit teams with organizing softcopy files to the appropriate unit folder in SharePoint.
Coordinate team building; outings, special occasions, corporate events, and bi-weekly breakfast.
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.
Minimum three to five years of Administrative Assistance experience or equivalent;
Strong proficiency in MS Word, Power Point, Excel, Outlook and desktop publishing is required as well as knowledge of various types of office equipment;
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; 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.
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