Administrative Assistant

Ivanhoé Cambridge develops and invests in high-quality real estate properties, projects and companies that are shaping the urban fabric in dynamic cities around the world. It does so responsibly, with a view to generate long-term performance. Ivanhoé Cambridge is committed to creating living spaces that foster the well-being of people and communities, while reducing its environmental footprint.

**Department**: Industrial, North America

**Position type**: Salaried

**SPECIFIC ACCOUNTABILITIES**:
In this role, you will work closely with and assist members of the investment and asset management team assigned to the North American industrial property portfolio as well as the team in charge of investment funds.

Main responsibilities include the following:

- Interact primarily with the Senior Vice-President, Investment Funds, the Senior Vice-President, Investment and the Vice-President, Asset Management ; coordinate information related to various matters and projects; manage their schedules; see to any matters that can be settled in their absence in an appropriate manner;
- Plan, organize and coordinate local, regional and international meetings and travel; take care of the corresponding logistics:

- Coordinate travel arrangements: itineraries, visas, airline tickets, hotels, transport, etc.;
- Send meeting notifications;
- Liaise with various parties to prepare agendas;
- Prepare meeting documents and send to the appropriate contacts;
- Attend team meetings, prepare meeting reports and follow up as necessary;
- Prepare reimbursement claims: prepare expense reports and ensure invoices are paid, obtaining the required authorizations for team members; serve as an expert in the use of the expense claim system;
- Track attendance sheets and upload to JDE;
- Organize team activities (group meals, outings, etc.);
- Create, revise and prepare various documents, presentations and pieces of correspondence, ensuring a polished, professional appearance;
- Track the budget: ensure invoices are paid promptly; prepare monthly variation analyses for the department’s cost centres;
- Coordinate and collaborate with other administrative and executive assistants to foster effective communication within the various committees;
- Manage the group’s documents and archives;
- Retrieve information from accounting and other systems for analysis purposes;
- Help develop, improve and enforce new work standards and methods designed to increase work quality and productivity while optimizing workflow within the group;
- Serve as a departmental resource for various administrative matters.

**KEY REQUIREMENTS**:

- College or vocational diploma (DCS/DVS) in secretarial studies;
- Five or more years of relevant experience;
- Excellent written and spoken French and English, with strong business writing and editing skills;
- Advanced knowledge of Word, Excel, Outlook and PowerPoint;
- Good command of SharePoint and interest in learning more;
- Ability to perform under pressure and meet tight deadlines;
- Methodical, detail-oriented and discreet; a self-starter with excellent organization and prioritization skills;
- Ability to adapt to change in a fast-paced environment;
- Team spirit and desire to serve as a resource for fellow team members.

**If you are interested in this challenge, please submit your resume.**:
**YOU HAVE EVERYTHING TO GAIN**:
When you join the Ivanhoé Cambridge team, you are eligible for employment benefits and a pension plan that are among the best in the industry. Our many health and wellness programs encourage you to balance your work and personal lives and fulfil your desire for social involvement, while maintaining a healthy lifestyle. At Ivanhoé Cambridge, you will have many opportunities to develop your skills and thrive professionally, in Canada or elsewhere in the world.