Office Administrative Assistant

2 weeks ago

Waterloo, Canada MarshallZehr Full time

WATERLOO, ON, CANADA.

FULL-TIME. AUGUST 15, 2023

Description

**Office Administrative Assistant**

***

**Who is MarshallZehr?**

**MarshallZehr Group Inc (“MZ”) **provides customized construction and development financial solutions for high-performing real estate developers. Since 2008, MarshallZehr has grown to become one of Canada’s most trusted real estate capital partners. We add value beyond capital - our team’s decades of experience help deliver the strategic insight and vision necessary to craft tailored financial solutions, all backed by our industry recognized mortgage administration services.

**The Opportunity**

***
- The Office Administrative Assistant is an energetic professional who is experienced in handling a wide range of administrative duties and executive support-related tasks and possesses the ability to work independently with little or no supervision. The Office Administrative Assistant is a highly organized and flexible individual who enjoys the administrative challenges of supporting Executive level management as well as the MZ team. Reporting to our HR Generalist, this role supports the entire company with enthusiasm and professionalism. This is a full-time, in-office position.

***

**The Role**

***
- The role covers three key areas: Reception, Executive Assistance, and Office Management:
***
- Reception:

- Present a positive and professional image of the executive office to all visitors, suppliers, inquiries, and other persons.
- Accountable for managing office services by ensuring office operations and procedures are organized, correspondences are controlled, filing systems are maintained and utilized, and supply requisitions are reviewed and approved.
- Maintain a safe, secure, and pleasant work environment.
- Executive Assistance:

- Assist with scheduling of meetings, appointments, travel, and other business activities for our Senior Leadership team. Provide additional administrative support as required for our staff.
- o Ensure security, integrity, and confidentiality of all data.
- o Review documents, reports, and correspondence prepared for executive signatures for format, content, grammar, spelling, and make edits as necessary.
- o Prepare draft/distribute reports, background documentation, and research as required.
- o Take and transcribe dictation notes or meeting minutes.
- o Prepare and review presentations (including PowerPoint) & other communications.
- o Responsible for regular administrative duties such as filing, copying, scanning, and printing documents.
- Manage and submit expense reports for Senior Leadership Team.
- Office Management:

- Maintain a professional, clean, always-stocked world-class work environment including maintenance of kitchen and servery areas, boardrooms etc.
- Managing supply inventory by auditing stock to determine inventory level, anticipating needed supplies, and placing and expediting orders for supplies.
- Point person for maintenance, mailing, shipping, supplies, equipment, bills, and business errands as required.
- Manage relationships with vendors, cleaners, service providers, ensuring contracts are fulfilled. Coordinate all invoicing with MZ Accounting.
- Coordinate with IT department on all office equipment.
- With the help of the HR Generalist, manage company Social Club events from inception to completion, and ensure within budget.
- Assist HR Generalist with scheduling new employee onboarding and orientation.

**What Are We Looking For?**

***
- 1-2 years of related experience.
- Successful completion of secondary school. University, or college degree an asset.
- Proven work experience and understanding of maintaining schedules and meetings at an executive level.
- Experience in office management systems and procedures with familiarity in clerical and administrative practices and procedures.
- Exceptional attention to detail, with excellent written and verbal communication skills.
- Strong time management and organizational skills with the ability to multitask and prioritize work in order to meet tight deadlines.
- Proficient in Microsoft Office Suite (Word, Excel, and PowerPoint).
- Valid driver’s license.
- Will be required to complete the Mortgage Agent course through Mortgage Professionals Canada (standard practice for all MZ employees, paid for by MZ)

***

**Preferred Requirements**

***
- Experience in the Real Estate lending/mortgage industry would be an asset.

***

**Work Environment**
- MZ offices are open Monday to Friday. Due to the nature of the role, the Office Administrative Assistant is a fully on-site position.
- Our Waterloo office has 16,000 square feet of modern and accessible space and has been specially updated and tailored to meet our business needs. The result is a world-class workspace that empowers deep collaboration, reinforces business operations with state-of-the-art technology infrastructure, and offers more space to enable our sustained team expansion.
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