Administrative Assistant, Real Estate

3 weeks ago

Toronto, Canada Healthcare of Ontario Pension Plan (HOOPP) Full time

Why you’ll love working here:
- high-performance, people-focused culture- our commitment that equity, diversity and inclusion are fundamental to our work environment and business success, which helps employees feel valued and empowered to be their authentic selves- learning and development initiatives, including workshops, Speaker Series events and access to LinkedIn Learning, that support employees’ career growth- competitive, 100% company-paid extended health and dental benefits for permanent employees with recent additions to promote inclusive coverage to a diverse employee population. These recent additions include gender affirmation and fertility drug and treatment coverage- membership in HOOPP’s world class defined benefit pension plan, which can serve as an important part of your retirement security- access to an annual wellness reimbursement program for health and wellness-related expenses for permanent employees- virtual fitness, yoga and meditation classes, nutritional consultations and wellness seminars- we offer a hybrid flexible work model that embraces remote work in Ontario for eligible roles- the opportunity to make a difference and help take care of those who care for us, by providing a financially secure retirement for Ontario healthcare workers

Job Summary:
Reporting to the Director, Real Estate Management and Sustainability, the Administrative Assistant provides administrative support to the Director and their team. This person is a key member of the Real Estate team and is primarily responsible for providing administrative support to enable the efficient and seamless operation of the team and department. In this role, you will assist with coordinating internal and external meetings and LEAP events, act as document management admin lead, preparing expense claims, and other general administrative tasks.

What you will do:
- Liaise with internal and external parties to coordinate meetings, calls and conferences. This includes registrations, preparing materials, booking on-site meeting rooms and/or virtual meetings, and greeting guests when applicable.- Primary administrative event support for our annual LEAP sustainability conference and awards.- Work with software and data vendors to execute contracts, process payments, implement platforms, set up new users, training sessions, and update team rosters.- Act as document management admin lead: maintain the department's electronic filing system and SharePoint sites to facilitate the efficient sharing of information, extract and file documents from external parties, manage permissions, ensure file management is organized, up-to-date and follows document management policies.- Daily calendar management for the team as required.- Process the team’s membership renewals and subscriptions.- Arrange travel arrangements for the team, ensuring adherence to HOOPP’s travel policy.- Prepare expense claims for the team and process other departmental expenses as required, ensuring accuracy and adherence to HOOPP’s expense policy.- Process entry of funding requests received including investigating discrepancies when needed.- Work in close coordination with internal partners (e.g. Legal, IT, Accounting, Treasury) and external partners (e.g. consultants) to support the needs of the team.- Work as part of the Real Estate administrative team to provide back-up support to the full Real Estate department.- Assist with other administrative tasks as required and constantly look for ways to improve administrative processes.

What you bring:
- Completion of a College education or equivalent.-
- Excellent written and oral communication skills.- Strong attention to detail and organization skills are critical, with the ability to prioritize multiple requests in a fast-paced environment.- Client service orientation and a “can do” attitude.- Adaptable team player.- Tact, discretion and excellent judgement.

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