Executive Assistant

2 weeks ago

Yellowknife, Canada Northview Canadian High Yield Residential Fund Full time

At Northview, we are a passionate, community-focused team dedicated to making our properties the best they can be. Headquartered in Calgary, AB, we currently operate in six provinces and two territories, managing over 11,000 multi-residential units, 1.1 million sq. ft of commercial space, and 200 executive suites. We are proud to live, work, and play in the neighborhoods we serve, next to our residents, hotel guests and commercial tenants.

We are looking for an Executive Assistant (Temporary) to join our Commercial team in Yellowknife, NT. Reporting to the Director, Commercial Properties, you will work closely with the team, providing full administrative support and demonstrating a standard of excellence, enjoy challenges and be results-driven.

**What you will do**:

- First point of contact in the office, answering and directing phone calls and guests and managing tenant service calls including communication with tenants and prospective tenants;
- Dispatch service work through Asana Maintenance Tracking software;
- Create purchase orders using Yardi Financial Management System, including:

- Coding expenses to the corresponding account ledger
- Issue PO’s to building operators
- Prepare bank deposits and physically deposit cheque receipts in the bank;
- Prepare invoices for tenant recharges;
- Prepare monthly expense reports for managers;
- Coordinate IT services with contractor for management of the building access system;
- Review local newspaper for relevant news;
- Track attendance;
- Receiving and routing mail and courier items;
- Coordination of calendars, booking of meetings and meeting rooms, management of sponsorship and donation requests, booking travel and creating itineraries and event planning;
- Document preparation & management including all communications, letters, documents, presentations, expense reports, database management and report generation;
- File management ensuring an organized filing and document management process for electronic and paper documents while maintaining confidentiality;
- Monthly rent tracking, bank deposits, invoicing, payables, visa reconciliation and coordination of parking and Fob requests;
- Other duties, as required.

**What you will bring**:

- 3 - 5 years’ related experience in an Executive Assistant position;
- Post-secondary education is preferred;
- Ability to multi-task and meet multiple and/or unexpected deadlines in a demanding environment;
- Anticipates needs and takes initiative to resolve issues and recommend and initiate change;
- Demonstrates sound judgment regarding confidential and sensitive matters;
- Highly motivated and manages time effectively;
- Superior communication and interpersonal skills, attention to detail ensuring professional and accurate communication and confidentiality;
- Able to flex working hours when needed.

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