Administrative Assistant, Asset Management

6 days ago

Toronto, Canada Starlight Investments Full time

**Overview**:
Reporting to the Manager, Administration, and on behalf of the Canadian Multi-Family, the Administrative Assistant will be responsible for the management of all administrative duties, travel, calendar scheduling, internal/external communication and special projects as required.

**Duties and Responsibilities**:

- Provide direct administrative and office support to various departments
- Prepare travel schedules, book travel arrangements, and make reservations for team members
- Maintain electronic corporate files
- Create and track Purchase Orders & coordinate with third party venders
- Complete expenses for Executive Directors/VP’s
- Invoicing - track, receive and submit invoices for payment
- Assist with weekly market rent changes
- Oversee new vendor onboarding, facilitate and track vendor approvals
- Handle all incoming and outgoing mail and couriers
- Arrange property tours for financing/new properties
- Consolidate information for Property Manager Transition files
- Liaise with different departments to obtain and consolidate information required for property transition and set up (acquisition, disposition, etc.)
- Assist with tenant meetings where required
- Maintain capex project schedule - one source for all AMs, directors, VP to access
- Coordinate with IT, Marketing, Finance and third-party property managers to ensure newly acquired properties are setup in a timely manner across all systems
- Manage third party reports, weekly, monthly and quarterly for all teams
- Handle all incoming and outgoing mail and couriers
- Prepare and review presentations as required
- Treat all responsibilities with confidentiality and discretion
- Assist with special projects and any additional duties as necessary
- Provide reception coverage (approximately 2hrs/wk) and additional coverage as requested

**Requirements**:

- Post-Secondary Diploma in Office Administration, or relevant discipline
- 3 years’ experience in an Administrative role preferred
- Strong knowledge of office procedures and practices
- Keen attention to detail
- Experienced in booking complex air & ground travel
- Strong writing skills. Ability to draft memos, letters & press release documents
- Proficient with Microsoft Office Suite (Outlook, Word, Excel, Power Point, Visio)
- Resourceful and flexible
- Proven organizational and time management skills
- Manual dexterity required to operate computer and peripheral
- Interacts with employees, various management levels and the public at large

**Location**:
Head office

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