Administrative Assistant

2 months ago

Concord, Canada Condor Properties Full time

**KEY RESPONSIBILITIES**

**General**:

- Provide direct administrative support to the CFO and VP, Planning and Development.
- Financial Administration: Carry out basic financial analysis, maintain financial records, process expenses, compile printed presentation materials.
- Development Project Co-ordination: Arrange all start-up project documentation, prepare subcontracts, Purchase Orders, and general budgetary functions.
- Calendar Management: Proactively manage, assess, and predict the needs of executives to ensure they are prepared and organized for all meetings.
- Receive incoming correspondence and manage outgoing communications, as well as diarize required actions and due dates to ensure timeliness of responses.
- Consistently present a positive and professional image to all internal & external parties

**Communication & Document Management**:

- Arrange communication activities consistent with internal communication strategies.
- Coordinate logistics of meetings, seminars, workshops, special projects, and events.
- Ensure timely preparation and distribution of agendas and minutes.
- Track action items from initiation through to completion.
- Prepare meeting minutes and manage requests for information.
- Facilitate communication among managers, business unit leaders, and project managers.
- Review documents, reports, and correspondence prepared for senior management sign-off, with specific attention to format, content, grammar, spelling, and editing, as necessary.

**Administration**:

- Receive invoices, subcontracts, purchase orders, change orders and any other financial documents, which are to be collated, distributed, and processed as required.
- Facilitate strong working relationships with internal and external parties, including clients, consultants, contractors, solicitors, and any other related party.
- Assist with the preparation of proposals, contracts, and tendering.
- Support other departments, including Construction, Leasing, and Property Management.

**EXPERIENCE & QUALIFICATIONS**
- Minimum 3-5 years' administrative experience is preferred.
- Post-Secondary Degree or Diploma in a relevant discipline is preferred.
- Experience in a related role in the real estate industry is an asset.
- Proficient with Microsoft Office (Outlook, Word, Excel, Power Point).
- Able to maintain private & confidential information with a high degree of professionalism.
- Highly organized with the ability to prioritize and manage multiple tasks with attention to detail.
- Ability to work in a team environment keeping others informed and anticipating their needs.
- Capable of working independently, with mínimal direction, to complete routine tasks.
- Advanced written/verbal communication and diplomacy skills.
- Ability to organize information & develop cohesive, professional reports and presentations.
- Strong independent judgment and a high degree of interpersonal effectiveness.
- Willing to occasionally work flexible hours to meet challenging and changing deadlines.

**Benefits**:

- Dental care
- Employee assistance program
- Life insurance
- Paid time off
- Vision care

Schedule:

- Day shift
- Monday to Friday

Ability to commute/relocate:

- Concord, ON L4K 5Y4: reliably commute or plan to relocate before starting work (required)

**Education**:

- Secondary School (preferred)

**Experience**:

- Administrative experience: 3 years (preferred)

Work Location: In person

Expected start date: 2023-06-05

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