Administrative Assistant, IT Services

3 months ago

Toronto, Canada Oxford Properties Full time

Choose a workplace that empowers your impact.
Join a global workplace where employees thrive. One that embraces diversity of thought, expertise and passion. A place where you can personalize your employee journey to be — and deliver — your best.
We are a leading global real estate investor, developer and manager. We combine our capital with our capabilities to create real estate that strengthens economies and communities. By prioritizing people, partnerships and places, we generate meaningful returns for OMERS members, enhance value for our capital partners and create a brighter world for our customers.
Join us to accelerate your growth & development, prioritize wellness, build connections, and support the communities where we live and work.
Don’t just work anywhere — come build tomorrow together with us.
We are looking for a highly motivated Administrative Assistant to join our Information Technology team in Toronto. In this role, you will support the Vice President and Oxford Technology Team on a variety of administrative tasks including but not limited to coordinating and maintaining business calendars, processing invoices, scheduling travel arrangements, compiling various deliverable documents, and assisting with general administrative needs supporting the team.

**Responsibilities**:
Provide confidential administrative support to senior leaders in order to allow the business leader to focus on hig her level work
Meeting management which includes scheduling, preparing agendas and documenting action items at various team meetings
Managing invoices and bank payments, tracking team budget including monitoring and analyzing expenses and year end accrualsration
Managing and coordination of meetings and events including offsites and other department-wide meetings, including but not limited to booking meeting rooms/event venues, catering, technology, communication, materials and RSVP’s
Prepare reports, presentations, communications, and documents relating to matters of sensitive nature on behalf of the team by identifying required information, conducting research and utilizing appropriate sources as required
Proactively recommend enhancements to processes and issues to increase efficiencies and share best practices
Build strong relationships across the organization, including partnering with internal and external stakeholders
Prioritize conflicting needs, troubleshoot, handle matters expeditiously, proactively and follow-through on projects while being flexible in adjusting to changing work priorities
Coordinate extensive and sometimes complex domestic and international travel arrangements
**Knowledge and Skills**:
Minimum 4 years of administrative support level experience, preferably in a complex, international professional services work environment.
Excellent computer literacy and MS Office Suite experience, including advanced skills in PowerPoint, Excel and Word.
Experience with budgeting process including variance reporting and invoice processing
Te am player and demonstrate an ability to collaborate and work with all levels of an organization and with external stakeholders.
Demonstrated strength in time management and organizational skills with the ability to multi-task in a fast paced and demanding environment.
Take initiative to identify and improve task s, project s or process es
Attention to detail and accuracy is extremely important in this role.
F lexible and able to adapt quickly to last-minute changes
Strong written and excellent interpersonal and communication skills are an absolute must.
H igh level of professionalism and discretion
Oxford's purpose is to strengthen economies and communities through real estate.
Our people-first culture is at its best when our workforce reflects the communities we live and work — and the customers we proudly serve.

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