Reporting to the Director, Real Estate Management and Sustainability, the Administrative Assistant provides administrative support to the Director and their team. This person is a key member of the Real Estate team and is primarily responsible for providing administrative support to enable the efficient and seamless operation of the team and department. In this role, you will assist with coordinating internal and external meetings and LEAP events, act as document management admin lead, prepare expense claims, and other general administrative tasks.
What you will do:
Liaise with internal and external parties to coordinate meetings, calls and conferences. This includes registrations, preparing materials, booking on-site meeting rooms and/or virtual meetings, and greeting guests when applicable.
Primary administrative event support for our annual LEAP sustainability conference and awards.
Work with software and data vendors to execute contracts, process payments, implement platforms, set up new users, training sessions, and update team rosters.
Act as document management admin lead: maintain the department's electronic filing system and SharePoint sites to facilitate the efficient sharing of information, extract and file documents from external parties, manage permissions, ensure file management is organized, up-to-date and follows document management policies.
Daily calendar management for the team as required.
Process the team’s membership renewals and subscriptions.
Arrange travel arrangements for the team, ensuring adherence to HOOPP’s travel policy.
Prepare expense claims for the team and process other departmental expenses as required, ensuring accuracy and adherence to HOOPP’s expense policy.
Process entry of funding requests received including investigating discrepancies when needed.
Work in close coordination with internal partners (e.g. Legal, IT, Accounting, Treasury) and external partners (e.g. consultants) to support the needs of the team.
Work as part of the Real Estate administrative team to provide backup support to the full Real Estate department.
Assist with other administrative tasks as required and constantly look for ways to improve administrative processes.
What you bring:
Completion of a College education or equivalent.
Highly proficient in MS Office 365 applications, SharePoint, Acrobat Pro, Concur, Windows 10, and Cloud environments, with a demonstrated ability to master new technologies as required.
Excellent written and oral communication skills.
Strong attention to detail and organization skills are critical, with the ability to prioritize multiple requests in a fast-paced environment.
Client service orientation and a “can do” attitude.
Adaptable team player.
Tact, discretion and excellent judgement.