
Administrative Assistant
3 weeks ago
**Position**:Administrative Assistant
**Reports to**: SVP, Marketing
**Job Type**:Full Time & in-office
ABOUT RENNIE
rennie brings a thoughtful, trusted approach to the real estate industry, supporting our clients and communities for more than 40 years.
Founded on a people-first culture, our growing team of 130+ home office staff and 270+ real estate advisors work seamlessly together to deliver exceptional experiences and service. Collectively, we provide our clients with the confidence they need to make informed decisions when buying, selling, or building a home or community.
WHAT WE OFFER- We have a people-first culture that fosters a vibrant workplace of collaboration, empowerment and opportunity to deliver exceptional experiences and service. Together, we drive each other's collective success.- We are diverse—representing a range of skill sets, backgrounds and perspectives—but we are motivated by a common goal: being the most trusted resource in real estate.- We work in a fast-paced environment, but we make time to celebrate each other and have fun with our colleagues, families and communities.- We offer our employees a competitive salary and bonus program, as well as extended medical, dental, and healthcare benefits that include an employee assistance program, extensive mental health benefits and a healthcare spending account.- We take time off to rest and recharge. In addition to statutory holidays, salaried team members enjoy paid vacation time and our home office also closes over the December holidays, as business allows.
WHAT YOU’LL DO
As the Administrative Assistant, you play a vital role in supporting the senior leaders of various teams at rennie. Your role is dynamic and multifaceted, requiring a balance of responsiveness and foresight. You'll thrive in our fast-paced environment by: anticipating needs before they arise, adapting swiftly to changing priorities, and thinking critically to solve problems. Your attentive and thoughtful service-first approach will be instrumental in streamlining operations and fostering relationships. With your keen eye for detail and proactive mindset, you'll ensure our leaders can focus on strategic initiatives while you manage the intricate details that keep rennie running smoothly.
**Duties and Responsibilities**- Act as the point of contact for the leadership team between internal teams and external stakeholders, managing the information flow in a timely, confidential, and accurate manner- Coordinate calendars and schedules appointments, ensuring all parties are informed and kept up to date of changes- Set up meetings and conference calls, including but not limited to preparing and reserving facilities, meeting room set-up, technology and catering- Complete meeting administration including attendance tracking, distributing agendas or other meeting materials, and taking meeting minutes if required- Complete and submits monthly expense reports and processes invoices- Coordinate travel itineraries, including flights, accommodations, and transportation- Coordinate departmental team events- Perform general administrative duties including but not limited to filing, photocopying, scanning, and mailing, and electronic and/or hardcopy record keeping and filing systems- Conduct research and create and format documents, reports, and presentations to our brand standards. Proofreadand edits documents for accuracy and completeness.- Maintain up to date contact information, distribution lists and various other databases- Create and maintain spreadsheets, generates reports, and performs data analysis using advanced Excel functions to assist with resource planning and project management- Proactively anticipate requirements by planning ahead and actions appropriately- Collaborate with the Administrative/Office Services team to ensure service and support and all necessary functions of the office are appropriately covered- Partner with the Admin team to provide vacation coverage to allow for a streamlined support approach- Assist with other related duties as assigned by the broader Leadership team
WHAT YOU’LL BRING
**Education and Experience**- Minimum of 3 - 5 years’ experience in an office administrative role supporting multiple people or teams- A high school diploma
**Desired Knowledge, Skills and Abilities**- Strong knowledge of local real estate market is considered an asset- Collaborative, creative, flexible, and innovative team player team player with an ability to work effectively with peers, senior leaders, and key stakeholders- Exceptional communication and presentation skills, always maintains composure and an action-oriented attitude- Excellent problem-solving, and analytical skills with good judgment to make timely and sound decisions- High attention to detail and an ability to maintain a high level of professionalism in dealing with confidential and sensitive issues- Demonstrates a high sense of proactivity and urgency in responding to executive
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