Administrative Assistant

5 months ago

North York, Canada Canada Lands Company Full time

Job Req ID: 1526

Title**:Administrative Assistant**

Company: Canada Lands

**Location: Parc Downsview Park - 70 Canuck Ave, Toronto, ON**

Employment Status: Employee (Full-time)

**PURPOSE OF ROLE**

The Administrative Assistant provides administrative support to the Attractions and Real Estate teams and acts as receptionist and office services coordinator for the Downsview Park office. The Administrative Assistant maintains the office environment in a professional and hospitable manner, provides professional support to all staff, supports external relationships, and hosts visitors as a key ambassador for CLC/PDP.

**KEY FUNCTIONS**

**The Administrative Assistant in the Downsview office is responsible for the following tasks**:

- Coordination and support for various activities including general office administration, procurement, meeting and event planning, and contract administration.
- Supports public engagement in the team’s work including public use of the Downsview Community Hub and education and events programs.
- Special projects as assigned by the Director, Property Management and other Downsview Park staff, and other duties and accountabilities as required.

**Document Preparation and Records Management**
- Assists with the preparation of procurement documents, Event Licenses, Permits and License Agreements as required.
- Maintains a thorough working knowledge of CLC policies, guidelines, procedures, records management, and information systems.
- Assists with coordinating, creating, preparing, editing, and proofreading all standard and non-standard documents, reports, presentations, and correspondence including materials for the Senior Management Team and Board.
- Creates and maintains databases and filing systems, whether electronic or paper.
- Performs role of Records Management (Content Manager) champion and liaison to fulfill the records management function related to the Downsview office files.
- Facilitates the approval of documents in accordance with the Delegation of Authorities and maintains log tracking the approval status and distribution of documents.

**Office Administration and Support**
- Maintenance of office space for appearance and functionality, including the coordination of any maintenance and repair work that may be required, as well as maintenance of storage areas.
- Maintains regular office supply including kitchen supplies, and places order for restocking.
- Provides initial responses to routine public inquiries and refers such inquiries to appropriate CLC staff for further response or action.
- Assists with maintaining Real Estate development / neighbourhood websites.
- Inputs updates to executive dashboard on a monthly basis.
- Serves as an administrative liaison between the Downsview office and administrative units (accounting, communications, human resources, IT, records, etc.) in other offices.
- Coordinates maintenance of office equipment and electronics.
- Provides the Downsview office with IT support and liaises with the IT department: monitors staff’s IT needs, assist staff with problem solving, assist IT department with set up in the office, etc.
- Coordinates incoming and outgoing mail, shipping and receiving, including maintaining mailing lists as may be required.
- Provides calendar management for employees within the Downsview office.
- Makes travel and accommodation arrangements for staff and prepares employee reimbursement and personal expense claims.

**Meeting Management**
- Coordinates and manages scheduling of meetings, (conference calls, video conferences, in person), including logistics for room set up and catering.
- Provides administrative and secretarial support (e.g., logistics, hospitality) at internal and external meetings with stakeholders, consultants, government, and the public and sets up meeting rooms as required.
- Assists in the preparation, presentation, and follow-up for CLC public events.

**KEY REQUIREMENTS**

**QUALIFICATIONS AND EXPERIENCE**
- Minimum high school diploma required, with a preference for post-secondary education.
- Minimum of three (3) to five (5) years of experience in office administration required, preferably in a real estate environment.
- Experience in client relations, and customer service required.
- Financial training and/or education, an asset.
- Proficiency with the use of standard office software, including Microsoft Word, Microsoft Teams, Excel, PowerPoint and Outlook.
- Bilingualism (English/French), an asset.

**What we do**

Canada Lands Company is a self-financing, federal Crown corporation that specializes in real estate, development and attractions management. The company’s goal in all it does is to produce the best possible benefit for Canadian communities and the Government of Canada. Canada Lands Company works to achieve its mandate with industry leading expertise; the company prides itself on its consultation based approach to pursuing community-oriented goals, environmental stewardship

  • Administrative Assistant

    2 months ago

    North York, Canada PMT Mortgage Corp. Full time

    **Overview**: A person working in a busy team environment. We are looking for a responsible Administrative Assistant/ Receptionist to to perform a variety of administrative and clerical tasks. Duties of the Administrative Assistant include providing support to the Mortgage Broker, assisting in daily office needs and keeping track of calendar and social...

  • Administrative Assistant

    1 month ago

    North York, Canada IBX Services Full time

    **Overview**: **Responsibilities**: - Offer comprehensive administrative assistance to both managers and team members. - Professionally handle and route incoming phone calls. - Efficiently organize and manage appointment schedules. - Take charge of planning meetings, ensuring detailed minute-taking. - Contribute to the preparation of regularly scheduled...

  • Administrative Assistant

    4 months ago

    North York, Canada Seven Appraisal Inc. Full time

    **Position Overview** We are a real estate appraisal company seeking an eager and enthusiastic Administrative Assistant to join our team immediately. We are in search of a passionate, detail-oriented individual with a high level of professionalism to add value to our fast-growing company. The Administrative Assistant will be responsible for a wide variety...

  • Administrative Assistant

    5 months ago

    North York, Canada IBX Services Full time

    **Overview**: **Responsibilities**: - Offer comprehensive administrative assistance to both managers and team members. - Professionally handle and route incoming phone calls. - Efficiently organize and manage appointment schedules. - Take charge of planning meetings, ensuring detailed minute-taking. - Contribute to the preparation of regularly scheduled...

  • Administrative Assistant

    5 months ago

    North York, Canada Academy of Learning Career College Full time

    Academy of Learning Career College is a dynamic and innovative Career College. We pride ourselves on fostering a collaborative and inclusive work environment where every team member's contribution is valued and recognized. As we continue to grow, we are seeking a skilled Administrative Assistant to join our team and provide essential support to various...

  • Administrative Assistant

    5 months ago

    North York, Canada Canada Lands Company Full time

    Job Req ID: 1526 Title**:Administrative Assistant** Company: Canada Lands **Location: Parc Downsview Park - 70 Canuck Ave, Toronto, ON** Employment Status: Employee (Full-time) **PURPOSE OF ROLE** The Administrative Assistant provides administrative and program support to the staff at Parc Downsview Park office and acts as receptionist as well as...

  • Administrative Assistant

    5 months ago

    North York, Canada Empress Dentistry Full time

    Overview: We are seeking a highly organized and detail-oriented Administrative Assistant to join our team. As an Administrative Assistant, you will be responsible for data entry of insurance payment information into our practice management system. You will be supported by and report to the office manager. This is a part-time position located at our office at...

  • Administrative Assistant

    5 months ago

    North York, Canada JTB Management Group Inc Full time

    '''Duties''' - Provide administrative support to ensure the efficient operation of the office - Answer and direct phone calls, take messages and respond to inquiries - Greet and assist visitors in a professional and friendly manner - Perform general clerical duties, including photocopying, scanning, mailing, and filing - Maintain electronic and hard copy...

  • Administrative Assistant

    4 months ago

    North York, Canada Empress Dentistry Full time

    Overview: We are seeking a highly organized and detail-oriented Administrative Assistant & Dental Receptionist to join our team. Approximately half the workload is to work as an **Administrative Assistant**, where you will be responsible for data entry of insurance payment information into our practice management system. You will be supported by and report...

  • Administrative Assistant

    5 months ago

    North York, Canada The Furniture Guys Full time

    **About Us**: Bespoke Office Furniture Store is a premier supplier of high-quality office furniture solutions in Toronto. We are committed to providing exceptional customer service and innovative products that meet the diverse needs of our clients. We are currently seeking a dedicated and organized Administrative Assistant to join our team. **Key...

  • Administrative Assistant

    5 months ago

    North York, Canada Unity Payments Full time

    Unity Payments is seeking a Bilingual Administrative Assistant to complete daily tasks including but not limited to: Assisting Customer Service and Technical Support, as well as completing Data Entry. We are looking for an individual who is efficient and comfortable being a member of a team - but can also work thoroughly when unsupervised. The ability to...

  • Administrative Assistant

    4 months ago

    North York, Canada Beauty Nut Inc Full time

    **Administrative Assistant (Onsite)** Location: Toronto (Finch/Arrow Road) Company: Beauty Nut Inc Type: Permanent Term: Full-time **Are you nuts about Beauty? Join our growing team!** Beauty Nut is the new Canadian authority in premium botanical beauty. We are the producers of premium, organic, and 100% natural hair, skin, and body products made with...

  • Administrative Assistant

    5 months ago

    North York, Canada Beauty Nut Inc Full time

    **Administrative Assistant (Onsite)** Location: Toronto (Finch/Arrow Road) Company: Beauty Nut Inc Type: Permanent Term: Full-time **Are you nuts about Beauty? Join our growing team!** Beauty Nut is the new Canadian authority in premium botanical beauty. We are the producers of premium, organic, and 100% natural hair, skin, and body products made with...

  • Administrative Assistant

    5 months ago

    North York, Canada Incredible Novelties Inc Full time

    **Job Summary** The position will be reporting to the Sales Manager and will be accountable for the coordination and administration of day to day functions within the company. RESPONSIBILITIES: - Assist in the preparation and execution of orders - Assist in the preparation and execution of trade shows - Assist in the preparation and execution of special...

  • Administrative Assistant

    4 months ago

    North York, Canada 2M7 Financial Solutions Full time

    **Job Posting: Administrative Assistant** We are seeking a detail-oriented and organized Administrative Assistant to join our team. As an Administrative Assistant, you will be responsible for various administrative tasks related to document management, financial transactions, and client services. **Key Responsibilities**: - Perform administrative tasks,...

  • Administrative Assistant

    3 days ago

    North York, Canada UTES Design&Build Full time

    Job Title: Office Manager / Administrative Assistant Location: Greater Toronto Area (GTA), Ontario About Us: UTES Design&Build is a fast-growing engineering/architectural consulting firm with projects across the Greater Toronto Area (GTA). We are a team of six engineers, designers, and project managers specializing in residential and commercial projects,...

  • Administrative Assistant

    4 months ago

    North York, Canada Venneri Consulting Engineers ltd Full time

    **Job Summary**: **Responsibilities**: - Assist staff whenever necessary - Submit reports and prepare proposals - Process incoming and outgoing mail, manually or electronically - Photocopy and collate documents for distribution, mailing and filing - Send and receive messages and documents using fax machine or electronic mail - Maintain inventory of office...

  • Administrative Assistant

    3 months ago

    North York, Ontario, Canada MAUSPARK ANTIQUES LTD Full time $600 - $1,000

    Administrative Assistant OpportunityWe are searching for a detail-oriented and proactive Administrative Assistant to become a vital part of our organization.Responsibilities include:Coordination: Overseeing and procuring materials, subcontractors, and personnel.Digital Proficiency: Managing computer-based tasks and maintaining our digital footprint.Client...

  • Administrative Assistant

    5 months ago

    North York, Canada Pandora General Contracting Inc. Full time

    We are a general contracting company specialized in construction, renovation, repairs, restoration, remodelling, and similar areas of work. '''Responsibilities''': - Perform a variety of administrative and clerical tasks to support the smooth operation of the office - Greet and assist visitors, answer phone calls, and direct inquiries to the appropriate...

  • Administrative Assistant

    5 months ago

    North York, Canada IATSE 873 Full time

    IATSE is a North American Labor Union, who works in all forms of live theater, motion picture and television production, trade shows and exhibitions, television broadcasting, and concerts as well as the equipment and construction shops that support all these areas of the entertainment industry. **Job title**:Administrative Assistant **Reporting to**:...