Administrative Assistant
5 months ago
**POSITION**: Administrative Assistant
**DIVISION**: Aquilini Group
**DEPARTMENT**: Executive Office
**REPORTS TO**: Senior Vice President, Vice President, Legal & General Counsel, and Vice President Real Estate
**COMPANY PROFILE**:
Aquilini Group (“AG”) is a diversified family business founded in Vancouver, BC more than 50 years ago with roots in the real estate development and construction industry. Today the company owns and manages an international real estate portfolio that includes commercial and residential properties, hotels, golf courses, vineyards and blueberry and cranberry farms. In addition to its ongoing pursuits in real estate development and construction, AG has expanded its holdings to include assets in the sports & entertainment, renewable energy, aquaculture, tourist attractions, restaurants, and food & beverage industries.
**SUMMARY**:
The Administrative Assistant provides administrative support to Senior Aquilini Executives. Training will be provided that will gradually broaden the job responsibilities to include management of corporate records and other administrative legal functions. This position will appeal to a self-starter who has ambitions to broaden their knowledge and experiences in one of Canada’s leading privately held companies.
**ESSENTIAL DUTIES AND RESPONSIBILITIES**:
(other duties may be assigned, as required)
- Executive support including answering and screening incoming calls, calendar scheduling, and assisting with meeting preparation
- Perform basic corporate secretary functions including minute taking and preparation
- Schedule and coordinate meeting logistics and, if necessary, receives guests, coordinates caterings and provides supporting materials for meetings as requested
- Preparing and drafting various correspondence and documents
- Prepare expense reports for Executives
- Monitor accountability and timeliness of projects and responsibilities, including internal and external communication with others involved, and maintains an effective follow-up/bring forward system to facilitate the completion of action items in a timely manner;
- Monitor long-term projects for due dates and provides support reminders as required
- Maintain an organized filing system (physical & electronic)
- Maintain records of external legal retainers and billings
- Maintain an effective database of key contacts
**REQUIRED EXPERIENCE AND QUALIFICATIONS**:
- Degree or diploma in any discipline
- Superior organizational and administrative skills
- Excellent communication skills, including a welcoming telephone manner
- Proven time management skills, with an ability to effectively establish and execute priorities in a dynamic and changing environment
- A polished and professional presentation and temperament, including the ability to remain calm and diplomatic under difficult circumstances
- Proactive, self-starter with the ability to stay one step ahead
- Ability to deal effectively with individuals at all levels
- Solid team player with a strong customer service focus
- Knowledge of MS Word, Excel, PowerPoint, and Outlook
- Sound business judgment and the ability to handle sensitive and confidential information
- Previous experience working in a fast-paced, multi-level, project-based environment with emphasis on timelines and delivery is an asset
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