Administrative Assistant, U.s. Multi-family
2 days ago
**Overview**:
Reporting to the Manager, Transactions, on behalf of the U.S. Residential team, the Administrative Assistant will be responsible for the management of all administrative duties, travel, calendar scheduling, internal/external communication and special projects as required.
**Duties and Responsibilities**:
- Provide direct administrative support for President and Chief Financial Officer, U.S. Residential
- Provide direct administrative and office support the team
- Maintain department calendar, track department sick & vacation days
- Prepare travel schedules, book travel arrangements, and make reservations for team members
- Maintain electronic corporate files
- Create and track Purchase Orders
- Ensure all documents are filed and distributed accordingly
- Maintain U.S. Residential website
- Send monthly mortgage and escrow statements to properties
- Update contact listing for properties when needed
- Approve vendors in vendor café and monitor for insurance compliance
- Provide and maintain external access to sharefile and sharepoint
- Review all documents, reports, and correspondence prepared for signatures for format, content, grammar, spelling and make edits as necessary
- Prepare draft reports, background documentation, and research
- Complete expense reports for Chief Financial Officer, Executive Directors and Vice Presidents process invoices, and other related duties
- Handle all incoming and outgoing mail and couriers
- Prepare and review presentations
- Complete monthly bill backs for partnerships
- Complete quarterly bill backs for travel expenses
- Present a positive and professional image of the executive office to all visitors, inquiries, and other persons
- Treat all responsibilities with confidentiality and discretion
- Assist with special projects and any additional duties as necessary
- Assist with reception coverage
**Requirements**:
- Post Secondary Diploma in Office Administration, or relevant discipline
- 3-5 years experience in an Administrative role
- Experience providing high-level support for C-suite executives preferred
- Strong knowledge of office procedures and practices
- Keen attention to detail
- Experienced in booking complex air & ground travel
- Strong writing skills. Ability to draft memos, letters & press release documents
- Proficient with Microsoft Office Suite (Outlook, Word, Excel, Power Point, Visio)
- Resourceful and flexible
- Proven organizational and time management skills
- Manual dexterity required to operate computer and peripheral
- Interacts with employees, various management levels and the public at large
- Overtime may be required
**Location**:
Head office
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