The Administrative Assistant plays a critical role in the organization by providing effective administrative support to a Director and other team members as required. The ideal candidate is proactive, positive and organized, has strong technical and interpersonal skills, thrives in a fast-paced environment and is flexible to assume a variety of responsibilities as needed.

Please note that the role work full-time onsite in the corporate office.

DUTIES & RESPONSIBILITIES:

• Provide support and undertake all aspects of administration for Director of Land Development and team members including managing calendars and scheduling
• Coordination of meetings and functions, including arranging facilities, meeting materials, and any necessary travel arrangements
• Responsible for office management functions for the department; supplies ordering, mail, couriers, etc.
• Organize/maintain business and client contacts
• Preparing and updating project tracking and circulating to principals and management
• Completing Project Forms and Applications (I.E. Hydro forms, Builder Contact forms, Telecom forms, CA Permits, Planning Applications etc.)
• Various Project Management tasks as assigned; following up on deadline deliverables, monitoring agendas
• File management - creating, managing and maintaining physical and/non digital filing systems on an ongoing basis
• Working with consultants to schedule and track onsite property visits in order to conduct surveys and tests
• Prepare expense reports for Director
• Correspondence to various internal and external stakeholders
• Prepare and update reports, spreadsheets, documents, etc.
• Assist with the coordination and planning of various hospitality events, including conferences, meetings, golf tournaments, and special events
• Arrange catering services for events, including menu selection, ordering, and coordination with catering staff
• Act as the go-to person for administrative and operational needs for the department.
• Collaborate and engage with staff at all levels
• Assist with corporate and executive projects as needed

REQUIREMENTS:

• Post-secondary education preferred
• 1-2 years+ related experience in administration and/or administrative assistant in a corporate environment
• Detail oriented self-starter with a high level of organizational and time management skills
• Must be able to prioritize effectively and seek out solutions as needed
• Collaborative team player with strong interpersonal skills and the ability to coordinate and communicate with employees at various levels in the organization
• Effective verbal, writing and listening communications skills
• Must apply judgment and discretion in handling of sensitive and confidential documentation
• Proficiency with Microsoft applications (Microsoft Office, Word, Outlook, Excel, and Power Point)