PURPOSE

The Senior Administrative Assistant is accountable to the Assistant Vice President (AVP), National Programs for assisting AVP’s operational teams including several departments with a variety of tasks and supporting other function-specific activities to ensure they are carried out in a timely and consistent manner to enable the functions/departments to achieve their respective business goals and objectives.

DUTIES AND RESPONSIBILITIES

• Personal Assistant Support
  Carries out duties of a personal assistant to AVP by preparing various arrangements and associated reporting incl. daily schedules, coordination and arrangements of meetings, travel arrangements, event organization and coordination as well as preparation of personal expense reports to support workload and time management activities at the senior and executive management level.

• Research and Analysis
  Completes regular and ad-hoc research and analysis, normally confidential in nature, assigned by AVP to provide background/insight into various topics/areas for the purpose of reporting or business decision making.

• Special Project Support
  Supports AVP and their department members by assisting with administrative and other tasks, projects or initiatives in the areas of documentation and knowledge management, data and technology platform maintenance, Purchase Orders, invoice processing for payments and financial reporting of low complexity, where required, as well as travel arrangements to ensure overall business goals and objectives of the functions/departments are met efficiently and on time.

• National Programs Platform Support
  Assists with the maintenance of the organization’s Green Link program and manages communication around department initiatives, ensuring consistency and cost-efficiencies of company’s practices. Provides assistance with procurement, data management and other systems to ensure consistency and data integrity. Supports national communications and coordinates company-wide meetings in relation to National Programs areas of responsibility.

• National Contracts
  Maintains and communicates telecommunications, elevator contracts and management agreements database to ensure information accuracy and support to agreement management and business decision-making. Assists with the organization’s credit check provider to ensure accuracy of credit check information and to assist with business decision-making.

• General Administrative Duties
  Performs general administrative duties for a variety of departments that they support including distribution of mail, photocopying, etc., while also assisting with handling and creating correspondences and performing various data input activities, as required.

• Any other job-related duties and/or projects that may be assigned.

Minimum Requirements

Skills, Knowledge, Experience and Education

• Minimum of 5 years of relevant administrative experience at the executive level supporting two or more functions simultaneously
• Previous experience in real estate industry
• Advanced working knowledge of MS Office applications.

Core Competencies

• Excellent communication skills both written and verbal
• Strong organizational and time management skills
• Strong analytical skills
• Strong interpersonal skills
• Ability to confidently deal with employees at different levels in the organization
• Ability to deliver quality results under pressure and within tight timelines
• Systematic thinker
• Professionalism handling sensitive and confidential information
• Balanced temperament.

Additional Requirements

• High School or College diploma in a related field (e.g. Office Administration, Business Administration etc.) or equivalent is an asset.