Administrative Assistant, Real Estate Management
Ottawa / Real Estate Management Realty Project and Contract Management / Regular, Full-Time Level of Position : S2 POSITION PURPOSE To provide administrative support to an SVP and corresponding team of VP’s, Directors and Managers within the Realty Project and Contract Management (RPCM) team and regional office team members in Kingston and Ottawa, as required, including : general tasks and assignments, management of executive calendars, travel and expense reports, meeting coordination, regular team report tracking, office organization, document preparation and document process management for signatures.
What You Will Do :
Responsible for managing multiple calendars and coordination of meetings in SVP and VP calendars
Act as the first point of contact for SVP and VP’s and / or team with external contacts, sometimes assisting them directly and other times connecting them with SVP, VP’s and / or another team member.
Establish system for tracking deliverables such as vacation tracking, goals and deliverables, and action items that is independently maintained.
Prepare expense reports for the SVP and VP’s, Directors and / or other team members in accordance with company policy and procedures.
Ensure invoices are valid and are routed properly through the approval process in accordance with IO’s Delegation of Authorities (DOA).
Responsible for ensuring documents within the team reflect current IO templates and standards.
Responsible for working with IT and / or other groups to effectively onboard and off-board new and departing employees for the team.
Who We’re Looking For :
A minimum of 3 years of administrative experience supporting senior managers and their team in their day-to-day activities in a corporate setting.
College diploma or equivalent. Additional training would be considered an asset.
Some knowledge of a relevant functional area would be considered an asset (e.g. Human Resources, Real Estate, Project / Contract Management, Leasing, Legal, etc.).
Superior planning and organization skills and a proven ability to manage multiple priorities and tasks in a fast paced environment.
Excellent communication and interpersonal skills, comfort dealing with external and internal stakeholders.
Professional attitude and ability to handle sensitive issues and information tactfully and diplomatically
Analytical skills to research, summarize and organize information
Ability to work independently and support structures within the complex environment of an evolving organization.
High proficiency with the Microsoft Office suite of products, particularly Word, Excel and PowerPoint
Employment in the Real Estate Division is conditional upon obtaining security clearance through the Program & Policy Enablement Branch, Supply Chain Ontario of the Ministry of Government and Consumer Services.
At Infrastructure Ontario, we strive to create a culture that encourages a diverse equitable and inclusive environment that fosters belonging.
We believe that experience comes in many forms and through learning from each others’ differences and perspectives gives us strength.
We are committed to enhancing our culture and encourage applications from all walks of life. Let us know if you require any accommodations for the selection process, by contacting the Talent Acquisition Team.