Administrative Assistant

3 months ago

Calgary, Canada Trico Communities Full time

**Job Summary**

The Administrative Assistant will provide administrative support to the senior management team at Trico Communities including taking meeting minutes for key operational management meetings. The Administrative Assistant will also play a key role in supporting our management team by supporting the management team in developing, writing, implementing, and maintaining policy manuals and process workflows.

This role requires exceptional organizational skills, attention to detail, and the ability to handle multiple tasks efficiently.

**Key Responsibilities**
- Provide administrative support to all departmental members.
- Complete and review all expense reports, credit card statements, and other relevant monetary documents.
- Review and prepare all documents, reports and other correspondence materials for the management team.
- Coordinate departmental office activities and meetings.
- Maintain and disseminate agendas, take and transcribe dictation notes and meeting minutes.
- Review, evaluate and distribute incoming and outgoing mail as assigned
- Assist with report and presentation preparation.
- Maintain electronic files for the President of TCI.
- Maintain department procedures manual (update as processes change).
- Maintain a high level of confidentiality in all interactions.
- Maintain a professional image and demeanor with all employees, management, executives and visitors at all times.
- Other duties, relevant to the position, shall be assigned as required.

**Policy and Procedure Development**
- Collaborate with management to identify needs for new or updated policies and procedures.
- Research industry best practices and regulatory requirements to ensure policies are current and compliant.
- Draft, review, and revise policy manuals, ensuring clarity and accessibility for all employees.
- Analyze current workflows and processes to identify areas for improvement.
- Develop and document streamlined processes to enhance operational efficiency.
- Implement workflow changes and monitor their effectiveness, making adjustments as needed.
- Maintain up-to-date records of all policies and procedures.
- Prepare and distribute policy updates and training materials to staff.
- Assist in planning and executing projects related to policy development and workflow improvement.
- Coordinate with various departments to gather input and feedback on policy changes and workflow enhancements.
- Track project progress and provide regular updates to management.

**Key Responsibilities for Project Management Group**
- Manage electronic construction drawing requests from commercial tenants.
- Manage filing of all post-construction drawings and documents.
- Create, modify and maintain all Property Management fillable PDF forms and coordinate with Property Managers and the Business Technology Group.
- Assist Trico’s corporate counsel with site plans and/or graphics necessary for commercial lease preparation.
- When requested, send hard copies of commercial leases to lessees with signing instructions. Ensure that returned signed copies are complete, corporate sealed and disseminate copies.
- Maintain files for all commercial property leases.
- Maintain records for all commercial leasing agent commissions.
- Administer payment of Tenant Improvement Allowance, including deductions for any work performed outside of Landlord’s construction responsibilities. Ensure the property is lien free according to the _Prompt Payment and Construction Lien Act 2022_ timelines.
- Ensure the Property Management group adheres to Trico’s graphic standards in their communications.
- Maintain lists of all property municipal and land parcel addresses.
- Review all New Vendor package information for completeness.

**Qualifications**
- A diploma or degree in Business Administration or a related field.
- 5-7 years' experience as an Administrative Assistant, or relevant role is considered an asset.
- Proven experience in an administrative role, with a focus on policy development or process improvement preferred.
- Strong organizational and time-management skills, with the ability to manage multiple tasks simultaneously.
- Excellent written and verbal communication skills.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and experience with document management systems.
- Attention to detail and a proactive approach to problem-solving.
- Ability to work independently and as part of a team.

**Working Conditions**
- Busy office setting.
- Manual dexterity required to use desktop computer and peripherals.
- Interacts with public at large.
- Ability to conduct and attend presentations.
- Sitting for long periods.
- Repetitive work.
- Overtime may be required.

Pay: $50,000.00-$65,000.00 per year

**Education**:

- Bachelor's Degree (preferred)

**Experience**:

- Administrative: 5 years (preferred)

Work Location: In person

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