Our client, based on Halifax is known as having a top notch portfolio of prime Office, Retail, Hospitality and Residential rental properties in Atlantic Canada. We are seeking an experienced Administrative Assistant to report to their President and provide support for their Executive Team which consists of the President, Chief Operating Officer and Corporate Counsel.

General Responsibilities:

• First point of contact for Executive Team as it relates to day-to-day activities.
• Maintains personal schedule for Executive Team while addressing conflicting priorities.
• Uses judgement and knowledge of departmental issues, priorities and relationships to respond to requests for meetings with the Executives by booking appointments or referring requests for meetings to senior department staff.
• Schedules and organizes meetings.
• Meets with Executive Team to organize initiatives and discuss priorities and targets.
• Ensures travel and accommodation arrangements are made and expense accounts are prepared and submitted in an accurate and timely manner.
• Reviews incoming and outgoing correspondence and materials and brings significant items to the attention of the Executive Team.
• Responsible for managing all highly confidential documentation.
• Tracks all action items from meetings; follow up as required for completion.
• To provide back-up support for the responsibilities and duties for the Chairman’s Executive Assistant in his/her absence (vacations etc.).

Legal:

• Ability to organize minute books, financing documents and other files.
• Provide draft documents as required.
• Ability to keep record of corporate filing dates – prepare basic form documents for review and execution, to ensure none of the yearly filings are missed.
• Prepare resolutions as required.
• Ability to edit and format documents.
• Prepare materials for outside counsel with regards to litigation and/or development files.
• Assist in the management of our corporate insurance.

Requirements:

• 5+ years experience providing support at a senior level.
• Undergraduate Degree or other relevant educational background.
• Preferred experience in creating and working with legal documentation.
• Highly proficient in use of Microsoft Office Products.
• Business acumen/analysis skills.
• Superior verbal and written communication skills.
• Excellent organizational and interpersonal skills.
• Good time management skills are necessary.
• Can work independently with minimum supervision.
• Must be able to maintain confidentiality of sensitive corporate and personal information.

If you are interested in learning more about this opportunity, please contact Jacqueline Gallagher at jgallagher@aplin.com or phone 902.442.5514 for more information.  Please quote competition number AA0430-CB when applying.