Administrative Coordinator, IT Department

4 weeks ago

Toronto, Ontario, Canada OMERS Full time
Job Summary

We are seeking a highly motivated and organized Administrative Assistant to join our Information Technology team in Toronto. As a key member of our team, you will provide administrative support to our Vice President and Oxford Technology Team, ensuring seamless day-to-day operations and contributing to the success of our organization.

Key Responsibilities
  • Provide confidential administrative support to senior leaders, allowing them to focus on high-level work
  • Manage meeting schedules, prepare agendas, and document action items at various team meetings
  • Oversee invoices and bank payments, track team budget, and monitor expenses and year-end accruals
  • Coordinate meetings and events, including offsites and department-wide meetings, ensuring seamless logistics and communication
  • Prepare reports, presentations, and documents on sensitive matters, identifying required information and utilizing appropriate sources
  • Proactively recommend process enhancements and best practices to increase efficiency
  • Build strong relationships across the organization, partnering with internal and external stakeholders
  • Prioritize conflicting needs, troubleshoot, and handle matters expeditiously, while being flexible in adjusting to changing work priorities
  • Coordinate extensive and complex domestic and international travel arrangements
Requirements
  • Minimum 4 years of administrative support experience, preferably in a complex, international professional services work environment
  • Excellent computer literacy and MS Office Suite experience, including advanced skills in PowerPoint, Excel, and Word
  • Experience with budgeting process, including variance reporting and invoice processing
  • Team player with ability to collaborate and work with all levels of an organization and external stakeholders
  • Demonstrated strength in time management and organizational skills, with ability to multi-task in a fast-paced environment
  • Take initiative to identify and improve tasks, projects, or processes
  • Attention to detail and accuracy is essential in this role
  • Flexible and able to adapt quickly to last-minute changes
  • Strong written and excellent interpersonal and communication skills
  • High level of professionalism and discretion
About Oxford

Oxford's purpose is to strengthen economies and communities through real estate. Our people-first culture is at its best when our workforce reflects the communities we live and work, and the customers we proudly serve.

We are an equal opportunity employer committed to an inclusive, barrier-free recruitment and selection process that extends all the way through your employee experience. Our vast network of Employee Resource Groups with executive leader sponsorship, committee, and employee recognition programs cultivate a sense of belonging and connection across our global organization.

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