Administrative Assistant

Short Summary

The Administrative Assistant provides administrative and program support to the staff in the office, and also acts as receptionist and office coordinator. The Administrative Assistant maintains the office environment in a professional and hospitable manner, providing professional support to all staff while supporting external relationships, and hosting visitors as an ambassador for CLC.

Job Description

• Greets visitors in person at the office and over the phone in a helpful, professional and pleasant manner.
• Types and/or formats agendas, meeting minutes, correspondence, briefings, and presentations. 
• Supports project activities. Sets up and maintains comprehensive property and contract files in hard copy and digital formats in accordance with the Company’s Records Management Policies and Procedures.
• Assists the Project Coordinator in maintenance of the Content Manager (CM) digital records management system.
• Provides initial responses to routine public inquiries and refers such inquiries to appropriate CLC staff for further response or action. Tracks inquiries in a spreadsheet and follows up on resolution, as required.
• Prepares abstracts for lot sales at the direction and under supervision of the Marketing Manager.
• Maintains records for purchase and sales agreements (PSAs), in coordination with the Marketing Manager and Project Coordinator. 
• Under the supervision of appropriate CLC staff, provides administrative and secretarial support (logistics, hospitality, catering) at internal and external meetings with stakeholders, consultants, government, and the public.
• Coordinates, schedules and organizes meetings and conferences at the direction of CLC employees, that may consist of all levels of government, clients, consultants and other third parties; Sets up boardroom, when required.
• Maintains board rooms and office common areas in a clean and tidy condition. Resets spaces after meetings.
• Makes travel and accommodation arrangements for staff and prepares pre-authorizations, employee reimbursement and personal expense claims.
• Prepares employee expense claims, coordinates appropriate approvals and submits to accounting for processing.
• Assists with the Corporate Plan document compilation and formatting and assembly of annual budget binders.
• Serves as administrative liaison between the office and administrative units (accounting, communications, human resources, IT, records, etc.) in other Company offices.
• Maintains up to date client list in Microsoft Outlook and assists with mailings.
• Coordinates incoming and outgoing mail, shipping and receiving.
• Maintains regular office supply, promotional material inventory and kitchen supply and inventory; completes purchasing and restocking as required.
• Orders CLC stationary and staff business cards, when required.
• Coordinates maintenance of office equipment and electronics, including shredding of project documentation.
• Coordinates and completes minor maintenance of office space for appearance and functionality as well as organization of storage areas
• Provides the office with IT support and liaises with IT department: monitors and tracks staff’s IT needs, assists staff with problem solving, assists IT department with set up in the office, etc
• Special projects as assigned by the Director Real Estate, and other duties and accountabilities, as required.

Qualifications

• Minimum high school diploma required, with a preference for post-secondary education.
• Minimum of one to three years of experience in an office administration role required.
• Experience in client relations and customer service required.
• Professional training in, and proficiency with the use of, standard office software, including Microsoft Word, Excel, Powerpoint, Outlook and Team, and Adobe (including Adobe Sign), is required.
• Proficiency with the use of other virtual meeting platforms (i.e. Zoom, Skype, Google Meet/Hangouts), considered an asset.
• Experience in administration for land development or real estate projects, considered an asset.
• Financial training and/or education, considered an asset.

Working Conditions